Job Title: Business Operations Manager

Location: Remote (LATAM preferred, open to South Africa or Philippines)

Compensation: $2000 to $2500/month (flexible for the right candidate)

Type: Full-Time, Contract M-F 9am to 5pm MST

JOB DESCRIPTION

The Operations Assistant plays an integral part in the seamless day-to-day functioning of the company. This role will be responsible for managing and refining systems, as well as executing daily administrative tasks that support every department of the company.

REQUIREMENTS

Operations Administration

• Evaluate current operational systems for areas of improvement, develop vision to refine, continuously maintain (Google Drive, Gusto (or similar HR platform), Buildertrend, Slack, Hubspot)
• SOP Development & Implementation: Create, document, and roll out SOPs across all departments, from HR onboarding to client communications.
• Maintain company calendar, including organizing monthly and quarterly events
• Oversee and manage Tectonic office needs: stock inventory, package receiving, biweekly cleaning vendor
• Field all calls to business line
• Manage misc. admin tasks
• Filings: Insurance, building and resale licenses, banking / credit applications, cost containment program
• Vehicles: insurance, leasing, maintenance schedules
• Develop digital assets, trackers, web forms, etc.
• Inventory & order Tectonic swag for team & clients
• Support Tectonic Accounting w/ transaction coding
• Sending documents for signature via Adobe Acrobat

Executive

• Organize appointments and travel arrangement for CEO & COO
• Manage CEO calendar and email, scheduling meetings and screening emails
• Attend key meetings with CEO to ensure action items are documented and timely follow-through

Human Resources

• Manage Gusto (HR) platform to ensure maximum optimization
• Onboarding and offboarding employees, payroll, benefits, annual employee reviews
• Facilitate bi-annual company-wide survey to evaluate Tectonic’s culture
• Oversee implementation of security protocols in compliance with report findings

Recruiting

• Post employment opportunities via Gusto & external platforms (Indeed, LinkedIn, Zip Recruiter)
• Manage hiring process: paperwork, screening, interview scheduling

Sales

• Support Sales Director with ongoing data maintenance (via Hubspot): assigning contact types, marking Spam, adding new contacts, data cleanup & reporting
• Support Sales Director by confirming calls, meetings, rescheduling appointments

Projects + Client Experience

• Setup new projects across Google Drive, Buildertrend, and Slack
• Support with client experience
• Procure refreshments for client design presentations
• Put together client ‘Thank You’ gift bag & order bouquet
• Manage client survey & testimonial process via third party program
• Calendar personal client touchpoints (birthdays, anniversaries, etc.)

SKILLS AND QUALIFICATIONS

Technical Expertise

• Google Workspace (G-Suite) Power-User: Proficient in organizing and optimizing systems in Drive, Calendar, Sheets (dashboards + formulas), Docs, and Gmail.
• Zapier / Automation Tools: Build and maintain automations to streamline workflows across systems like Buildertrend, Slack, and Gusto.
• Gusto (HR Platform) Fluency

Core Competencies

• Operational Execution Excellence: Drives projects to completion with discipline and urgency. Delivers results under pressure.
• Proactive Initiative: Identifies problems and solves them before they surface. Moves independently and decisively.
• Systems Thinking & Process Design: Designs and implements scalable systems from scratch with a focus on efficiency.
• Extreme Organization & Task Management: Operates with high attention to detail.