Operations Administrative Assistant

We’re looking for an organized, tech-minded Operations Administrative Assistant to support our Operations team. This is a fully remote position that reports directly to the Director of Operations.

This position supports our warehouse operations in Charlotte, Forest City, Phoenix, El Paso, and Austin, along with our Domestic and International Operations teams. The main focus is standardizing how work gets done, documented, taught, and measured across the company. You’ll design and manage standard operating procedures for our operating platforms, train team members to use those tools well, and help automate as much as possible, from daily operational activity through customer invoicing.

The right candidate likes building structure, explains things clearly, and gets satisfaction from making processes run better.

Operations and Administrative Support

• Provide day-to-day administrative and coordination support to the Director of Operations and the broader Operations team.
• Support warehouse operations in Charlotte, Forest City, Phoenix, El Paso, and Austin, along with Domestic and International Operations.
• Coordinate operational priorities, follow-ups, documentation, meetings, action items, and communication across departments.
• Maintain organized operational records, shared files, forms, templates, contact lists, and recurring reports.
• Assist with customer and shipment documentation, data entry, billing support, and issue follow-up as assigned.

SOP Development and Administration

• Design, document, maintain, and manage standard operating procedures for operational activities and systems.
• Work with subject-matter experts to turn current processes into clear, practical, repeatable instructions.
• Set up document standards, version controls, review schedules, and approval processes for SOPs and job aids.
• Identify process gaps, duplicated work, inconsistent practices, and opportunities to improve accuracy and efficiency.
• Monitor adoption of approved procedures and coordinate updates when workflows, customer requirements, or systems change.

Systems Training and Workflow Automation

• Support the administration and day-to-day use of Velocity WMS, World Trak TMS, Go High Level  CRM, and other operational platforms.
• Create user guides, checklists, process maps, and training materials that help employees learn and use each platform consistently.
• Coordinate new-hire and refresher training, track completion, and confirm user proficiency.
• Partner with Operations, Finance, Sales, and system resources to improve workflows and data handoffs from operational execution through invoicing.
• Identify, test, document, and implement automation opportunities that reduce manual work, improve visibility, and strengthen billing accuracy.
• Maintain user-access records and elevate system, workflow, or data-quality issues to the right owner.

Reporting and Continuous Improvement

• Compile operational information and prepare routine reports, trackers, dashboards, and management updates.
• Follow up on incomplete tasks, missing documentation, system exceptions, and invoicing dependencies.
• Support audits of process compliance, system usage, data accuracy, and SOP effectiveness.
• Recommend practical improvements based on recurring issues, employee feedback, and operating results.
• Assist with special projects and other operational priorities assigned by the Director of Operations.
• Perform other duties as assigned.

• Two or more years of experience in administrative support, operations coordination, logistics, warehousing, transportation, or a related environment.
• Strong written communication skills and the ability to create clear procedures, instructions, and training materials.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities across several teams and locations.
• Comfort learning business software, troubleshooting basic user issues, and helping others adopt new processes.
• Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
• Sound professional judgment when handling customer, employee, operational, and financial information.

These are helpful but not required:

• Experience with a warehouse management system, transportation management system, CRM, ERP, or invoicing workflow.
• Experience writing SOPs, running training, improving processes, or supporting workflow automation.
• Familiarity with domestic transportation,…