Operations Specialist - Direct Hire

Anavah Talent

7d•Remote

About The Position

Anavah Talent is a fast-growing U.S.-based recruiting and staffing firm helping companies build exceptional remote teams across the Philippines, Latin America, and South Africa. We're looking for an Operations Specialist to run the operational infrastructure behind client delivery, finance, contractor operations, and internal business processes. This is a highly execution-oriented role for someone organized, detail-oriented, comfortable across multiple systems, and able to keep recurring processes moving without constant supervision. You'll work closely with both the Client Operations Manager and Finance Specialist, supporting them with execution, coordination, reporting, documentation, system maintenance, and follow-through. You also own the contractor experience from onboarding through offboarding and ensuring every contractor feels supported, informed, and valued.

Requirements

3+ years in Operations, Business Administration, HR Operations, Recruitment Operations, or Customer Operations, with strong organizational and follow-through skills
Strong spreadsheet and data-management skills with excellent attention to detail
Comfortable working across multiple systems and managing recurring deadlines independently in a fast-paced remote environment
Strong problem-solving and critical-thinking skills — notices when something looks wrong and investigates rather than blindly processing
Strong written English and professional communication; high integrity and discretion with financial and personal data; warm and people-oriented in contractor interactions

Nice To Haves

Experience supporting a U.S.-based company, startup, or professional services firm
Experience with contractor engagement, HR administration, or people operations
Experience with Monday.com, Google Sheets, Workable, HubSpot, QuickBooks, Xero, Wise, or Stripe
Experience supporting payroll, billing, recruiting, HR, or contractor operations
Experience creating or maintaining SOPs and using automation/AI tools (Zapier, Make, Google Apps Script)

Responsibilities

Serve as the primary non-payroll point of contact for contractors
Run scheduled 7/30/60/90-day and annual contractor check-ins
Coordinate contractor engagement initiatives — anniversaries, birthdays, recognition, and team moments
Track PTO, contractor changes, and lifecycle events in accurate records
Support contractor onboarding and offboarding (paperwork, accounts, access, first-week experience)
Maintain Independent Contractor Agreements, tax forms, background checks, and compliance docs
Flag contractor concerns, morale risks, or retention signals to the CEO before they escalate
Collect and organize contractor timesheets, invoices, reimbursements, bonuses, and adjustments
Prepare payroll and billing data for review; assist with reconciliation and discrepancy tracking
Maintain contractor masterfiles, billing trackers, and payment trackers
Track missing agreements, tax forms, background checks, PTO, and lifecycle records
Maintain client and hiring project trackers in Monday.com — statuses, owners, deadlines, next actions
Track hiring milestones, interviews, feedback, offers, and start dates
Monitor outstanding client and internal action items; flag stalled or overdue work
Coordinate scheduling, documentation, and follow-ups
Support client onboarding, post-placement workflows, and recurring client reporting
Maintain Monday.com boards, Google Sheets, Workable, and reporting dashboards
Keep shared Google Drive files organized and consistent across systems
Identify duplicate, missing, outdated, or inconsistent information
Assist with data cleanup and system migrations
Maintain templates, checklists, and operational documentation
Maintain SOPs and process documentation; create and update checklists and templates
Document recurring workflows and track process changes
Identify gaps where ownership or documentation is unclear
Prepare recurring operational reports and update dashboards and KPI trackers
Compile information across multiple systems, prepare meeting agendas, and follow up on action items
Test new workflows, recommend practical improvements, and support special projects