TraceAir: Operations Administrator / Team Support (part-time)
Operations Administrator / Team Support (part-time) at TraceAir - a US-based leading provider of cutting-edge construction technologies (remote)
Welcome to TraceAir – where innovation meets construction excellence! They are the leading provider of cutting-edge construction site analysis and management solutions for land developers and homebuilders, on a mission to revolutionize the industry.
Imagine a world where projects run smoother, faster, and with pinpoint precision. That's what TraceAir is all about. With their state-of-the-art technology, they empower builders to save valuable time and money while drastically reducing the risks of errors and delays.
Founded in 2015 by a group of tech enthusiasts with a deep-seated passion for construction, TraceAir has quickly soared to the top. Today, their reach extends across the United States, Canada, and beyond, serving clients who are eager to embrace the future of construction.
At TraceAir, their diverse team of engineers, drone pilots, project managers, and software developers share a common goal: to transform the way projects are managed. They're not just building structures; they're building dreams – faster, more accurately, and more affordable than ever before.
The Operations Administrator / Team Support role is designed to bring together various administrative and operational tasks that were previously managed by other team members. This newly created position focuses on maintaining data accuracy, managing consultant contracts and invoices, and sourcing contractors, among other essential tasks. The ideal candidate is detail-oriented, process-driven, and capable of working in a fast-paced environment while ensuring accuracy and efficiency. Sounds like yourself? Apply now!
Responsibilities:
1. Data Quality Control:
Review and verify the accuracy of services-performed data by consultants and TraceAir.
Conduct QC validation based on established rules to process data for client delivery.
Identify and resolve data discrepancies.
2. Invoicing Reconciliation:
Reconcile consultant invoices with work performed and contracts.
Ensure timely invoice processing and resolve any billing discrepancies.
3. Contract Generation:
Assist in drafting and finalizing contracts and agreements.
Organize and maintain contract records.
4. Administrative Support: provide general admin support to the operations team, including meeting scheduling, preparation, and correspondence via email and Telegram.
5. Process Improvement: identify and implement opportunities to streamline administrative tasks for efficiency.
6. Contractor Management:
- Oversee the onboarding, performance, and offboarding of contractors.
Ensure contractors comply with company policies and address any issues during onboarding.
7. Consultant Sourcing:
Identify and source consultants for specific projects.
Evaluate consultant qualifications and manage their engagement.
KPIs to start with:
Total tasks completed;
Turnaround time for tasks.
Qualifications:
Bachelor's degree in Business Administration, Operations Management, or a related field.
2+ years of experience in operations, administrative support, or a similar role.
Strong English communication, both written and verbal, with the ability to handle correspondence efficiently.
Strong proficiency with using web-based databases. Currently, the team is using Airtable for that.
Keen eye for accuracy, particularly with data, contracts, and financial records.
Problem-solving and process improvement skills.
Proficiency in Microsoft Office or other relevant software tools.
Proactive and self-driven.
Ability to manage multiple tasks and prioritize effectively.
Comfortable working with cross-functional teams.
Ability to work with minimal supervision while meeting deadlines and maintaining quality.
Not necessary but would be a great plus:
Spanish language.
Working hours:
You should be overlapping with the team between 9 am and 1 pm California time daily (PST time zone, click here to check your time difference).
What we offer:
Part-time job (4 working hours per day, 5/2). We're open either to students looking to gain experience alongside their studies, or may also consider candidates planning to combine this part-time job with another part-time job/activity.
Remote work. You may be located in almost any country or city, just need a good Internet connection, a computer, a headset, and the opportunity to adjust your working schedule to the team’s time zone.
A possibility to transition to full-time in the future.
Stability. This is not project work, we consider only the candidates looking for a long-term commitment of 1.5+ years.
Salary will be discussed at the interview. Paid in USD.
Quick selection process taking no longer than 2-3 weeks.
Application deadline: 30 September, 2024
Please note that the later you apply - the more intensive your selection process will be, for example, you will have less time for the test assignment, etc.
Selection process:
1. Fill in the application form - attach your resume;
2. Complete a test assignment;
3. Have a Zoom interview with Hire5 Recruiter;
4. Have a Zoom interview with the Head of Operations & Tech Team Lead from TraceAir;
5. Get hired!
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- Remote status
- Fully Remote
TraceAir: Operations Administrator / Team Support (part-time)
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