Operations Associate

Job Information

Hybrid Work Environment – This role is based in our Alpharetta, GA office and follows a hybrid schedule, offering flexibility while maintaining in-office collaboration. The Operations Associate provides administrative and operational support across multiple functions, including sales tax compliance, exemption certificate management, check processing, and general office administration. This position is responsible for completing assigned tasks accurately and efficiently, maintaining organized records, and supporting daily business operations. The Operations Associate works closely with internal teams to ensure established processes are followed and operational deadlines are met.

Essential Functions:

• Administrative: Welcome clients, practitioners and visitors to the office and assist them as needed
• Coordinate with outside vendors and report service issues related to office equipment
• Prepare outgoing mail, faxes and packages
• Assist in coordination and execution of company events, lunches, meetings, etc.
• Maintain, clean and organize public office spaces
• Conduct monthly inventory checks of office supply stock, reorder supplies as needed
• Track orders and maintain vendor relationships
• Check Printing: Print checks required for sales tax filings
• Verify check numbers and related information for accuracy
• Organize printed checks and make them available for the return-to-check matching process
• Review final checklists for paper tax returns and prepare courier batches
• Update and maintain records related to check printing and filing activities
• Exemption Certificate Management
• Upload and organize exemption certificates in the certificate management system
• Review certificates for completeness and required information using established guidelines
• Ensure certificates are accurately associated with the appropriate client and customer records
• Identify and flag missing, incomplete, or expired certificates for management review
• Maintain accurate certificate records and update statuses as needed
• Assist with certificate tracking, reporting, and other administrative tasks as assigned
• Escalate exceptions and questions to management for review and resolution
• Compliance and Notice Management: Scan and upload notices and other documents received from jurisdictions
• Log notices in the appropriate client accounts

Requirements Critical Competencies: Attention to Detail – Demonstrates accuracy and thoroughness in completing tasks, reviewing information, and maintaining records Organization and Time Management – Effectively prioritizes assigned tasks, manages competing responsibilities, and meets established deadlines Dependability and Accountability – Consistently completes assigned work accurately and on time, follows through on commitments, and takes responsibility for the quality of work Communication Skills – Communicates clearly and professionally, both verbally and in writing, and asks questions or seeks clarification when needed Problem Solving – Identifies discrepancies or issues, follows established procedures to address routine problems, and escalates matters requiring additional guidance Adaptability and Initiative – Adjusts to changing priorities, learns new processes and systems, and proactively identifies tasks requiring attention Teamwork and Collaboration – Works cooperatively with colleagues across departments and contributes to a positive, productive work environment Process Compliance – Consistently follows established procedures, maintains accurate documentation, and handles sensitive information with appropriate confidentiality Position Requirements: A high school diploma or equivalent Prior experience in an administrative role Proficiency in Microsoft Office Excellent verbal and written communication skills Ability to manage multiple tasks and meet established deadlines Ability to follow detailed procedures and maintain accurate records