Operations Assistant

Responsibilities:

Organize documents, photos, and SOP for each department so that the company has a clear pathway to execution and can work efficiently
Lead generation and scrubbing online databases to send to marketing
Go through Owner’s email, calendar, asana to make sure nothing is missing and everything is scheduled and executed
Manage all subscriptions and softwares from renewals to
Oversees efficiency of operational processes
Researching methods to improve operations and reduce costs
Administrative support to owner and all departments
Overseeing the management of the CRM, website and other softwares and platforms
Improving the work environment and operations of the organization as a whole
Setting up automations for staff and clients to improve outcomes
automate onboarding and offboarding process
Sending outreach messages on social media platforms
Setting up dashboards in CRM
Supporting with inventory and supplies management
Implementing cost reduction strategies
Resolve any support related issues to CRM and website
Organizing and converting files as needed
Upload organize files into web-based systems as needed on dropbox, google drive, asana, etc.
Organize digital files to maximize efficiency and communication
Prioritizing emails, ensuring the founder is responding to emails and assisting in filtering email, spam, marketing and other unimportant emails
Coordinate with other departments as needed to achieve tasks
Search for suppliers, vendors, and potential customers as needed
Online research for potential events (conferences, webinars, etc.) to attend and speak at – in person and virtually
Assist with travel arrangements as needed
Taking notes during meetings and organizing minutes
Creating powerpoint and other presentations and supporting documents as needed
Acting as a conduit between finance and other departments
Add press features to website, linkedin and other channels as needed
Basic text and image updates to the website
Research directories, websites and online directories to gather new leads
Sort lists that can be turned into a CSV file to upload to corresponding CRM
Create a saved search on sales navigator on linkedin including titles, industries, etc.
various SaaS APIs, mapping and creation of new custom objections, and building
custom workflow actions for business processes using JavaScript in Operations hub
The execution of integration and migration strategy including design and
documentation mapping, development methodology, and team
communication
Translate technical requirements into technical project specifications and
well-designed solutions
Propose solutions based on requirements and provide insight into feasibility,
technical limitations, timeline and resources required
Create clear and concise documentation for clients to utilize and share internally,
as required
Maintain integrations, making updates as needed, and ensuring security
measures are up to date or making recommendations to improve
Develop and maintain internal process documentation and knowledge base
material
Lead the effort in quality assurance and validation process, including strong
development testing practices
Support development of landing page, email and quote template projects using
HTML, CSS, JavaScript/jQuery to build and style web pages and emails
Propose ideas around process improvements, including ways in which we as a
team can support you in working more efficiently, effectively and to the benefit of
the client as well as the company
Gain key HubSpot development certifications to support Saffron & Sage’s reputation in
the overall partner ecosystem
Filling out contracts from sales to new hires and sending them and ensuring their completion in pandadoc then uploading them to the proper locations
Scrubbing scorecards and making any necessary changes to the time clock for practitioners, filling out scorecards, etc.
Assisting in scheduling for the CEO and any other administrative tasks
Creating typeforms and ensuring completed forms are upload to the proper locations
sending membership contracts , employee time clock agreements, job offers and Government issued documents through Panda Doc for E-Signatures when needed
Keeping employee E-Files up to date and organized