Operations Assistant - 20199

Job Title: Operations & People Coordinator (HR, Recruiting & Administrative Operations)

Salary: $2,000 - $3,500 USD/month (Depending on Experience)

Working hours: Full-time (Remote, Latin America) – Standard business hours aligned with U.S. time zones

About the company: We are a growing industrial services company that partners with clients across multiple U.S. states to deliver dependable, high-quality field services. We are a small, fast-moving team where everyone wears multiple hats. We value variety, autonomy, and problem-solving, and we are heavily investing in modern technology, smarter processes, and AI-driven workflows to build a highly scalable business.

We are seeking a highly organized, resourceful, and proactive Operations & People Coordinator to become an extension of our leadership team. This is not a traditional HR position. Instead, you will be a key operational partner supporting nearly every administrative function that touches our employees and internal operations.

Reporting directly to the Operations Manager, your goal is to centralize spread-out responsibilities, build repeatable systems, and conduct independent research. Success in this role means transforming information into thoughtful recommendations so leadership can spend less time on repetitive administrative tasks and more time growing the business.

Recruiting & Hiring Support: * Manage candidate pipelines and review resumes to identify qualified talent.

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  Post and maintain job advertisements across platforms like Indeed and LinkedIn Recruiter.

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  Coordinate interviews, build candidate profiles, and create interview summaries.

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  Assist with creating job descriptions, offer letters, and hiring documentation.

Employee Operations & HR Administration: * Maintain accurate, organized digital employee files and personnel records.

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  Build, update, and manage company policies, employee handbooks, forms, and templates.

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  Support and improve the end-to-end onboarding and offboarding processes.

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  Facilitate internal team communications and updates.

Compliance & Regulatory Research: * Research state-specific U.S. employment regulations, overtime guidelines, and labor laws.

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  Investigate tax registration and compliance requirements when entering new states.

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  Create clear compliance summaries and quarterly reports for leadership, escalating potential risks.

Administrative Operations & Process Improvement: * Manage shared company folders, digital file structures, archiving, and version control.

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  Create Standard Operating Procedures (SOPs) to document and streamline workflows.

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  Research and compare software tools, HR technologies, and benefit platforms.

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  Leverage modern AI tools (like ChatGPT) to automate repetitive administrative work, draft documents, and optimize workflows.

Marketing & Administrative Support: * Maintain company profiles on LinkedIn and Indeed.

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  Support light branding initiatives, employee recognition programs, and company merchandise coordination.

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  Draft internal announcements and design simple graphics or materials using tools like Canva.

• Experience: 3+ years of experience in operations, administration, recruiting, HR coordination, or a highly analytical/systems-driven role (e.g., legal/paralegal support, project coordination).

• Language: Outstanding written and verbal English communication skills.

• Tech Savviness: Strong proficiency with Google Workspace or Microsoft Office, and comfort learning new software quickly.

• AI Productivity: Proven experience using AI tools (like ChatGPT) to draft content, summarize research, and improve daily efficiency.

• Mindset: Exceptionally detail-oriented, comfortable with ambiguity, and possesses strong independent research skills.

Nice to Have: * Experience with Applicant Tracking Systems (ATS) or HRIS platforms.

• Familiarity with project management and automation tools (e.g., Notion, ClickUp, Asana, Monday.com, Zapier).

• Experience utilizing Indeed Recruiter or LinkedIn Recruiter.

• Build highly organized, easily retrievable systems for company documentation and employee records.

• Streamline and scale the candidate pipeline and onboarding workflows.

• Noticeably reduce the daily administrative and operational workload for company leadership.

• Deliver proactive, well-researched operational recommendations with minimal oversight.

• Introduce practical AI-driven solutions that measurably improve team productivity.