Operations Specialist - Direct Hire

TITLE: U.S. Startup talent and staffing firm is seeking a full-time Operations Specialist

Hours: Full-time

Time-Zone: U.S. Central Time (CST) or significant overlap

Terms: Independent Contractor

Compensation: Competitive, based on experience

Start Date: ASAP

ABOUT THE ROLE

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.

ABOUT YOU

Are you the person who loves crossing items off a checklist and keeping everything in perfect order? Do you take pride in accurate data entry and well-organized folders? You make sure things don't fall through the cracks. You're organized without needing excessive structure from others, and you can manage recurring deadlines while handling unexpected requests.

You also genuinely enjoy supporting people. You're the kind of person who remembers a contractor's anniversary, follows up on a PTO request, and checks in when someone's been quiet. You don't blindly follow a process when something looks wrong, you investigate, ask questions, and escalate appropriately. You naturally look for ways to make repetitive work simpler, clearer, or more automated. You enjoy supporting multiple people and aren't easily flustered by shifting priorities.

RESPONSIBILITIES

Contractor Engagement & Lifecycle Ownership

• 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

Finance & Contractor Operations

• 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

Client & Delivery Operations Support

• 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

Systems & Data Management

• 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

Process, Documentation & Reporting

• 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

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

Preferred Requirements

• 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)

Benefits

At Anavah Talent, we’re all about helping you find your God-given space at a U.S. Company. And, we know work is more than just a paycheck, which is why we support work-life balance, well-being, and growth. Here’s what you can look forward to as part of the Anavah Talent Community!

• Competitive Compensation - We recognize your skills and experience with a great compensation package.
• Regular Payday in USD - Twice per month, we send USD right to your bank account.
• Work Remotely, Forever - Save on the commute and work from home, wherever that is in the world.
• Milestone Gifts & Birthday Treats - We celebrate your achievements and make your special day even better!
• Exciting Team Experiences - Think team offsites, meetups, virtual town halls, and even international paid travel.
• Stay Connected - Be part of a supportive network where you can learn, grow, and connect with amazing people.
• Global Networking - Work with top international teams across 12 countries around the world.
• Mentorship, Advocacy and Support - We stay in the room and advocate for you every step of the way.
• Promotions and Increases - Perform and earn more with raises, promotions, and scope-increases.