Office and Operations Coordinator

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🔥 12 hours ago

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ScaleSource

WebsiteLinkedInAll Job Openings

11 - 50 employees

🎯 Recruiter

👥 HR Tech

🤝 B2B

Recruitment • HR Tech • B2B

ScaleSource is a remote staffing and hiring platform that connects U. S. employers with vetted international, timezone-aligned professionals for long-term roles. The company focuses on dedicated, reliable team members (not freelancers or temps), offering candidate sourcing, vetting, and payroll/administrative support to simplify hiring and reduce costs. ScaleSource positions itself as a B2B solution for businesses seeking scalable, remote talent and ongoing team growth.

📋 Description

• Manage calendars, build SOPs, track action items, and keep systems organized • Own the systems that keep the operation running so founders stay focused on the decisions only they can make • Own the calendar so leadership never has to think about it • Communicate early and honestly about progress and issues • Ensure deadlines are consistently met with minimal supervision • Capture action items from meetings and track them to closure • Keep tools and systems organized and current • Reduce founder and leadership time spent on admin and routine decisions • Build and maintain reporting cadences and SOP libraries

🎯 Requirements

• 3+ years of experience as an Operations Assistant, Administrative Coordinator, Office Coordinator, Executive Assistant, or similar operations support role • Demonstrated experience supporting founders, executives, operations leaders, or multiple stakeholders in a fast-paced business environment — this must be demonstrable, not estimated • Proven ownership of calendar management, scheduling, meeting coordination, reporting, SOP creation, process documentation, and operational follow-through • Strong proficiency with Google Workspace (Docs, Sheets, Drive, Calendar, Gmail) and project management platforms such as ClickUp, Asana, Monday.com, Trello, Notion, or similar tools • Experience managing recurring operational workflows, tracking action items, and ensuring deadlines are consistently met with minimal supervision • Strong written and verbal English communication skills, with the ability to prepare professional documentation, meeting notes, reports, and stakeholder communications • Highly organized with exceptional attention to detail and the ability to manage multiple priorities while maintaining accuracy in a fast-moving environment • Demonstrated problem-solving skills, with the ability to identify inefficiencies, recommend improvements, and build scalable processes • Comfortable creating and maintaining SOPs, workflow documentation, process maps, and knowledge bases • Experience preparing reports, dashboards, or performance trackers using Google Sheets, Microsoft Excel, or similar reporting tools • Must pass a written SOP/documentation exercise at 85%+ • Professional home office setup and reliable internet • Willing to undergo the required training assessment as part of the recruitment process • Must be available Monday–Friday, 9:00 AM–6:00 PM in PST, CST, or EST

🏖️ Benefits

• Better Role Matching — you are placed where you can actually perform and grow, not just fill a seat • Real Upside — strong performers unlock raises, long-term stability, and future opportunities • Work With U.S. Operators — direct exposure to franchise owners focused on growth and execution • Real Ownership — your work directly impacts operations. Less bureaucracy, more responsibility from day one • Multi-Location Exposure — work across multiple franchise locations and learn how scalable operations actually run