Operations File Specialist

Operations File Specialist Position Summary

Are you highly detail-oriented, organized, and someone who naturally double-checks your work?

As an Operations File Specialist
, you'll provide critical behind-the-scenes support to the Operations team by reviewing and processing documentation, tracking outstanding items, maintaining accurate records, and helping ensure important certification activities are completed correctly and on time.

This role is ideal for someone who enjoys structured, detail-focused work and is comfortable managing a high volume of tasks, emails, and deadlines. You'll work across multiple systems and collaborate with different members of the team to identify missing information, follow up on outstanding items, verify accuracy, and keep work moving through established processes.

You don't need previous experience with certification or ISO standards. We're looking for someone with strong administrative and computer skills, exceptional attention to detail, and the patience and curiosity to learn a specialized industry.

This is a full-time, fully remote, temp-to-hire opportunity with an anticipated four-month temporary period.

What You'll Do

• Review, process, and maintain certification-related files and documentation according to established procedures.

• Perform quality checks and cross-reference information to ensure records and documentation are accurate, complete, and consistent.

• Process nonconformity-related documentation and completed audit reviews.

• Manage assigned scheduling activities within the company's database.

• Monitor high-volume work queues and ensure assigned items are processed accurately and within required timelines.

• Track outstanding documentation, overdue items, and rejected audit reports and follow up as needed.

• Maintain weekly and bi-weekly tracking reports to help monitor deadlines and team performance.

• Monitor shared email queues and respond to or route requests appropriately.

• Enter, update, and maintain accurate information across company databases and systems.

• Assist with certificate processing and related documentation as needed.

• Gather information from multiple sources to complete reports, records, and other operational activities.

• Respond to questions and requests from internal teams, auditors, and other stakeholders.

• Help identify missing, inconsistent, or incomplete information and coordinate with the appropriate person or department to resolve it.

• Support established team performance goals and key performance indicators.

• Collaborate with team members across departments to keep certification activities moving efficiently.

• Provide additional administrative and operational support as priorities and business needs evolve.

What We're Looking For

• High school diploma or equivalent required.

• 2+ years of experience in administrative support, operations, customer service, document processing, data management, program support, or a similar office-based role.

• Experience managing a high volume of tasks, emails, requests, records, or workflow queues.

• Exceptional attention to detail with experience reviewing, cross-checking, verifying, or auditing information for accuracy.

• Strong organizational and time-management skills.

• Ability to prioritize work and meet deadlines in a fast-paced environment.

• Strong computer skills and the ability to learn and navigate multiple databases, systems, and technology platforms.

• Proficiency with Microsoft Office.

• Clear and professional written and verbal communication skills.

• Experience working collaboratively with different teams, departments, or stakeholders.

• Ability to work with a sense of urgency without sacrificing accuracy.

• Comfortable working independently in a remote environment while remaining connected to a collaborative team.

Preferred…