Operations Coordinator

📍 Location: Remote (US-based in VA or FL only)💼 Employment Type: Part Time W-2 Employee (10-15 hours/week to start)🛠️ Department: Operations🕒 Office Hours: Monday - Thursday 8-4 EST✨ Does This Sound Like You?You know you’re capable of more, but you’ve been in roles where you’re stuck executing tasks without being able to improve them.You notice when things are inefficient, disorganized, or unclear; and instead of ignoring it, you naturally start thinking through how to fix it.You don’t enjoy being micromanaged or needing constant direction. You prefer to take ownership, figure things out, and move work forward.You like being trusted to make decisions, follow through, and actually see the impact of what you’re doing.You’re organized, resourceful, and you don’t wait around when something needs to be solved.This role moves at a steady pace with multiple priorities, so it’s important that you’re able to manage your workload, stay organized, and not become overwhelmed when there are several moving pieces.💫 Role OverviewWe’re looking for a resourceful and detail-driven Operations Coordinator to take ownership of the day-to-day operations of the business and ensure everything runs smoothly behind the scenes.This role is ideal for someone who thrives on bringing structure to chaos, takes initiative without being asked, and is always looking for ways to improve how things work.You will be responsible for managing core operational functions such as client onboarding, internal systems, communication flow, and workflow organization, while also executing the work required to keep everything moving forward.This is not a task-only role. You are expected to think critically, make decisions, and take ownership of outcomes, not just complete assigned work.If something is unclear, your instinct should be to research, form a recommendation, and move things forward instead of waiting for direction.Over time, this role will grow into a key operational position with increasing ownership and responsibility as the company scales.🎯 Key ResponsibilitiesIn this role, you will take ownership of the day-to-day operations of the business while actively executing the work that keeps everything running smoothly. You will manage onboarding, maintain and improve systems, track KPIs, and ensure communication and workflows stay organized and on track. In addition to being a detailed person who follows systems and processes, just to prove that you’re detail-oriented, are attentive to detail, and can follow procedures, when you apply for this position, in the subject line of the email you must include: I Run With Systems.Client Onboarding and ExperienceManage and execute the full client onboarding process with a goal of completion within 5 days or lessOwn the onboarding experience from start to finish, ensuring nothing is missed and clients feel supportedSystems, SOPs, and OrganizationBuild, document, and continuously improve SOPs, workflows, and process maps in NotionMaintain and organize internal systems, including Notion, Google Drive, and operational toolsEnsure workflows and SOPs are actively followed by the team and updated as neededContinuously clean and improve systems so they remain efficient and easy to useCommunication and CoordinationMonitor and manage internal and client communication across Slack and emailKeep communication organized, clear, and moving forward without unnecessary back-and-forthCoordinate with external partners, such as Keepful, to support system functionality and improvementsTeam Accountability and ExecutionRun weekly team meetings, including creating agendas and tracking action itemsTrack team responsibilities and follow up to ensure deadlines and commitments are metEnsure tasks and projects across the team are completed on time and nothing falls through the cracksKPIs and Performance TrackingBuild and maintain KPI tracking systems to monitor team performance and operational healthTrack and report on KPIs, ensuring visibility into what is working and what needs improvementOperational Thinking and OwnershipIdentify gaps, inefficiencies, or breakdowns in operations and implement solutionsProactively determine next steps in workflows without waiting for directionWhen encountering uncertainty, research and propose solutions before asking for inputRead, interpret, and apply SOPs and workflows independentlyPrioritize tasks and projects based on business impact, not just urgencyActively reduce the need for owner involvement in day-to-day operationsContinuously look for ways to streamline processes and improve efficiency🧠 Work EnvironmentThings move quickly here, but we stay organized.You will have independence in your role, but we also stay connected and communicate regularly as a team.Most day-to-day communication happens in Slack, with a weekly 1-hour team meeting to stay aligned, review priorities, and keep everything moving forward.We are a supportive, communicative team that genuinely enjoys working together. We take our work seriously, but we also keep things light and collaborative.This is a role where you will be trusted to manage your responsibilities, stay organized, and follow through without constant oversight.📋 Required QualificationsExperience and Work Style2+ years in an operations, admin, or coordination role, or equivalent experience demonstrating strong ownership and problem-solvingAbility to work independently and manage responsibilities without constant supervisionStrong organizational skills with the ability to manage multiple prioritiesCommunication and CollaborationStrong written and verbal communication skills, especially in Slack, email, and ZoomProfessional and confident presence in virtual meetings and team interactionsAttention to Detail and ExecutionHighly detail-oriented and able to follow systems and processes accuratelyAble to complete tasks thoroughly and consistently without missing stepsTechnical Skills and ToolsComfortable using tools such as Google Workspace, Notion, Slack, and similar platforms, or able to learn quicklyComfortable learning new systems and adapting to evolving processes (we use Xenett)Comfortable using AI tools for research and problem-solvingEquipment and Work EnvironmentReliable computer and high-speed internet connectionWorkspace that allows for focused, distraction-free workWillingness to use company-provided VPN and security toolsWillingness to maintain a separate user profile for work-related tasks⭐ Preferred Qualifications✔️ Experience working in a remote team environment✔️ Familiarity with Notion, QuickBooks Online, Go High Level, Google Workspace, or similar platforms✔️ Experience building or maintaining SOPs, workflows, or internal documentation✔️ Experience tracking KPIs or working with performance data✔️ Experience using AI tools for research, organization, and process improvement✔️ Interest or background in bookkeeping, operations, or professional services✔️ Naturally organized and enjoys creating structure and improving systems✔️ Interested in growing into a higher level operations role over time🔥 Job Non-NegotiablesTakes ownership of work and follows through without needing remindersHighly resourceful and able to figure things out independently without relying on constant directionBrings solutions, not just problemsProactively moves work forward instead of waiting for directionManages workload effectively and stays organized when handling multiple prioritiesCommunicates consistently and keeps things moving without creating unnecessary back-and-forthMaintains organized systems and ensures nothing falls through the cracksComfortable making decisions with incomplete information and adjusting as needed🎁 Benefits & Perks💰 $23+/hour starting rate, based on experience, with room for growth as the role expands🛏️ No evenings or weekends required, with rare exceptions for deadlines or special situations💻 Work remotely with a flexible scheduleAnd after 6 months:🏋️ Gym membership reimbursement (because strong bodies support strong minds)🫶 SIMPLE IRA with 3% company match✨ About UsMyVBK is a growing bookkeeping and advisory firm that helps business owners understand their numbers, build more profitable companies, and feel confident in their finances.We’re focused on bringing clarity to what often feels chaotic by building strong systems, maintaining clear communication, and forming real relationships with our clients.Internally, we operate the same way. We value organization, ownership, and continuous improvement. We don’t aim for perfection. We aim to make things better, cleaner, and more efficient over time.Our team is supportive, communicative, and genuinely enjoys working together. Everyone has a role, but we collaborate often and step in when needed.MyVBK is an equal opportunity employer. We make employment decisions based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other legally protected status.