POSITION OVERVIEW
Our busy, client-focused office needs a reliable, well-organized individual to assist the Business Operations team with contract onboarding, outside vendors, pricing, proposals and addendums, data entry, renewals, and day-to-day operations work for clients and internal teams. Working in a variety of systems across the organization, the Operations Specialist will be responsible for document creation, data entry, scheduling training, writing and documenting policies and procedures, and creating and sending a variety of documents both internally and externally. Attention to detail and organizational skills are a must.
POSITION OUTCOME
Most Important Service or Result Expected from this Position:
- Maintain and modify, as needed, processes, procedures, and systems for FUEL Business Operations
- Improve processes and utilization within Business Operations
- Onboard contracts, assist with pricing and invoicing, manage vendor relationships, CRM support and data entry, Basecamp management, and supporting internal FUEL team members to meet deadlines and client expectations
- Provide superior customer service, externally and internally
- Represent FUEL in a professional manner at all times
- Uphold the mission of FUEL
REQUIRED SKILLS, TRAITS, AND ABILITIES
Minimum Entry Requirements:
- Minimum of five years of progressively responsible experience in operations, business administration, and/or accounting
- Bachelor’s degree in Business Administration, Operations, or a related field required
- Technical knowledge and analytical skills to identify issues and coordinate an effective resolution
- Proficiency in Microsoft products, such as Excel, Word, PowerPoint, etc.
- Ability to manage multiple projects concurrently and deliver timely completion of those projects
- Demonstrated ability to work cooperatively and collaboratively with coworkers, clients, and vendors
- Demonstrated ability to communicate financial information and project plans effectively with people of varying skills and background
- Previous experience working in a CRM system such as HubSpot is a plus
- Knowledge of operations and business initiatives including, but not limited to, policies and procedures, administrative practices, accounting, CRM systems, pricing, invoicing, and related tasks; basic finance and mathematics; general rules, regulations, requirements, and policies related to operations and accounting; modern office methods, procedures, and equipment, including computer software; correct English usage, grammar, spelling, punctuation, and vocabulary; interpersonal skills including tact, patience, and courtesy; project management phases including scope, work plans, deliverables, project timelines, and implementation
- Ability to communicate productively and persuasively utilizing excellent oral, written, and listening skills; work with confidential information discreetly; develop rapport with coworkers and supervisors; maintain an organized work environment; work under extreme pressure in a demanding environment; meet deadlines and goals utilizing effective time-management skills; work proactively to solve problems both independently and within a team; utilize professionalism and leadership qualities representative of an institution of higher education; identify process improvement opportunities, make recommendations, and create new processes, when needed; adapt to changing work demands and priorities; make decisions and take timely independent action in pursuit of priorities; prioritize one’s own work and the team’s work and anticipate consequences of actions, potential problems, or opportunities for change; set and meet realistic deadlines; forecast changes and communicate current and projected issues; create within the team a shared focus on the importance of achieving results; create work standards for project(s); establish and define roles and responsibilities, specific outcomes, and clear measures for quality and successful outcomes.
ESSENTIAL FUNCTIONS
- Contract onboarding
- Create and send documents and manage signatures through HelloSign
- HubSpot Management for Business Operations tasks
- Create new projects in Basecamp, remove users upon request, and troubleshoot Basecamp issues for the internal team
- Establish and maintain vendor relationships as assigned. Act as a liaison and troubleshoot issues with vendors, as needed
- Create and help manage contractor contracts
- Create and help manage client contracts, addendums, renewals, and upsells
- Assist with creating and sending annual contract renewals
- Assist with general financial support questions from internal team members
- Assist the Assistant Director of Business Operations, sales team, and account management team in calculating estimates for proposals.
- Back up the Assistant Director of Business Operations with creating, sending, and tracking invoices and managing the collections report.
- Create onboarding and training schedules for new hires and contractors
- Create meeting invites, as needed; manage the company’s Zoom accounts, and take meeting minutes, as assigned
- Schedule hotel reservations and travel details for internal FUEL meetings
- Prepare data in Excel, Google Docs, or across FUEL systems, and keep a variety of documents updated with current information in a timely manner
- Work on special projects as assigned by the Director or Assistant Director of Business Operations
- Help retain clients by meeting deadlines and providing data needed to analyze campaigns and overall FUEL performance
- 18. Assist in continuing to automate FUEL processes for better work efficiency
- Attend various meetings, as assigned
WORK DISTRIBUTION
% of Total Working Time AND Work Tasks and Responsibilities:
60% Working daily in a variety of FUEL systems preparing and completing operational tasks, documents, and processes
20% Financial and operations work to support internal team members
10% Working with vendors
10% Meetings and communicating with FUEL Team
PHYSICAL REQUIREMENTS
- Manual dexterity sufficient to work on a computer and/or related devices
- Ability to lift and carry 25 pounds or more, on occasion
- Ability to look at computer monitors for extended periods of time
- Speaking and hearing ability sufficient for phone/headset usage and conversations
- Able to sit and/or stand for extended periods of time
The statements made here are not an exhaustive list of duties, responsibilities, and skills required for this position. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of FUEL.
We do not discriminate based on race, religion, color, sex (including pregnancy, childbirth, and related medical conditions), national origin, gender, sexual orientation, age, marital status, veteran status, disability, genetic information or any other characteristic protected by federal, state or local laws.