Operations Specialist (CA applicants ONLY

Operations Specialist

At EF Specialists, we help middle school, high school, and college students develop the executive function skills they need to thrive in school and beyond. Through individualized coaching, family collaboration, and evidence-based strategies, we empower students with ADHD, learning differences, autism, and other executive functioning challenges to become more confident and independent learners.

We are looking for an exceptional Operations Specialist to join our growing team. This is a high-impact, customer-service-focused role working with clients, families, students, our coaching team, school districts, and professional partners. If you are organized, proactive, tech-savvy, and enjoy wearing multiple hats in a fast-paced, mission-driven organization, we would love to meet you.

The Operations Specialist supports the day-to-day operations of EF Specialists across client service, onboarding, billing, compliance, technology, and team support. This role works closely with senior management to ensure processes run smoothly, clients receive excellent service, and the team has the operational support needed to succeed.

Client Service & Onboarding

• Serve as a responsive point of contact for clients and families.
• Support new client onboarding and ensure required documentation is complete.
• Respond to questions regarding scheduling, services, billing, and general operations.
• Maintain accurate client records and follow up on outstanding items.

Billing & Financial Support

• Manage and support client billing processes.
• Review bi-weekly Tutor Bird billing for accuracy.
• Respond to client questions regarding invoices and payments.
• Track outstanding balances and assist with accounts payable and reimbursements.
• Support financial reporting and data collection.

Operations & Compliance

• Maintain and improve company processes and SOPs.
• Assist with school district contracts, compliance, and billing.
• Track insurance, licenses, certifications, and renewal deadlines.
• Maintain accurate organizational records.
• Identify opportunities to improve workflows and efficiency.

Technology & Systems

Become proficient in EF Specialists' systems, including:

• Tutor Bird
• Google Workspace
• BambooHR
• Quick Books Online
• People Keep
• Zoom and Google Meet
• Excel and Google Sheets

Provide basic troubleshooting, training, and support to team members.

Team & Management Support

• Support HR and administrative activities as needed.
• Assist with meetings, events, and special projects.
• Help management track operational goals and KPIs.
• Provide day-to-day problem-solving and operational support to the team.
• Complete additional responsibilities as assigned by management.

• Bachelor's degree preferred.
• At least 3 years of experience in operations, administration, customer service, billing, or a related field.
• Strong organizational and customer service skills.
• Excellent written and verbal communication.
• Strong Excel and Google Sheets skills.
• Comfortable learning and managing multiple technology systems.
• Experience with billing, HR, compliance, or financial administration is a plus.
• Ability to work independently, manage multiple priorities, and meet deadlines.
• Strong judgment, problem-solving skills, and attention to detail.
• Ability to handle confidential information professionally.
• Positive, collaborative, proactive, and responsive.

• Full Remote
• 401K Match
• Health care reimbursement for 30+ hours
• Technology Reimbursement

The Ideal Candidate

You are a self-starter and problem-solver who enjoys helping people and making things run smoothly. You are comfortable managing multiple priorities, learning new systems, improving processes, and stepping in wherever needed. Most importantly, you understand that great operations create great client experiences and are excited to contribute to a company that helps students become more confident and independent learners.

Ready to Join Us?

If you read this and thought, "That's me," we'd love to hear from you. Send us your resume and a cover letter on why you would be a great fit.