AdminOps (Administrative Operations Manager)

This is a remote position. About the role We are looking for an AdminOps Manager — a highly reliable and detail-oriented person who takes full responsibility for administrative order in the company. This role is for someone who:

• likes structure,
• enjoys bringing order to documents and data,
• is comfortable with repetitive, accuracy-critical work,
• and takes pride in doing things carefully and correctly.

Your core mission: Documents, data, and admin processes are always accurate, complete, and under control. Key Responsibilities 1. Documents & Contracts

• Organize and maintain all contracts, NDAs, and legal documents
• Ensure all documents are signed, properly stored, and easy to access
• Regularly review document completeness and accuracy
• Maintain clear folder structures, naming conventions, and access rights

Result: Any document can be found in seconds and is always up to date. 2. Invoicing & Accounting Support

• Prepare and track invoices
• Collect and organize all supporting documents for accounting
• Ensure nothing is missing before sending information to accountants
• Keep clear records of invoice status (issued / paid / pending)

Result: Clean, predictable, stress-free accounting. 3. CRM / ERP Data Accuracy

• Monitor data quality in internal systems (CRM, ERP)
• Check that required fields are filled correctly
• Fix inconsistencies and outdated records
• Remind responsible team members to update missing or incorrect data
• Follow clear rules for how data should be entered

Result: Systems reflect reality, not assumptions. 4. Admin Support for People Operations

• Track that all onboarding documents are signed and stored
• Maintain admin checklists for onboarding
• Answer basic admin questions from team members (documents, payments, processes)

Result: Administrative part of onboarding runs smoothly and predictably. What We Value Most in This Role

• Strong sense of responsibility — you own the result
• Exceptional attention to detail
• Accuracy over speed
• Ability to work carefully with documents and data for long periods
• Discipline and consistency in repetitive tasks
• Willingness to double-check and verify information
• Comfort with routines and checklists

This is a focus role, not a multitasking one.

Requirements

Who You Are

• Naturally organized and methodical
• Calm, reliable, and consistent
• Comfortable working independently
• Prefer clear rules and structured processes
• Not afraid of “boring” work — you make it clean and correct

Nice to Have (but not required)

• Experience in admin, operations, or back-office roles
• Experience working with CRM / ERP systems
• Experience in service or agency environments
• Familiarity with invoicing and accounting processes

How We Will Measure Success

• Zero missing or outdated documents
• Clean and reliable CRM / ERP data
• No invoice or document-related surprises
• Founder and team don’t worry about admin details anymore