Operations Administrator

*Job Summary: *
The Operations Administrator will support the Senior Operations Administrator, Division Manager, and broader team in managing operations across four U.S.-based businesses with shared ownership: a consulting firm, two digital marketing companies, and a law firm. This role is ideal for a motivated, detail-oriented self-starter who can develop and execute efficient processes while delivering a high level of service to clients, colleagues, and leadership. The Operations Administrator also serves as a key liaison for client communications and day-to-day support through the TLS division, ensuring continuity, satisfaction, and client retention.

*Key Responsibilities*

*Client Support & Project Coordination: *

* Serve as a liaison between TLS and clients; ensure clear communication and timely task completion.
* Read, review, and verify legal documents and reports.
* Draft letters, track deliverables, and coordinate client communications and meetings.
* Support the implementation and tracking of key performance indicators (KPIs) and follow-up tasks.

*Consulting Firm Projects: *

* Coordinate project timelines and follow-up tasks after client meetings.
* Communicate regularly with clients about project status and outstanding deliverables.
* Support OACEUS 360° Wellness Plan onboarding:
* Gather payroll data to complete a census.
* Schedule quarterly performance reviews and support client education efforts.

*General Operations & Administration: *

* Draft contracts and amendments using templates.
* Maintain client records, update policies and procedures, and assist with compliance needs.
* Create client-facing reports and provide Spanish-language support when needed.
* Track project timelines and support cross-functional coordination.
* Work independently and collaboratively as part of a multidisciplinary team.

*Digital Marketing Company Support: *

* Monitor and manage outstanding customer balances.
* Assist the CFO with collections and payment processing.
* Support staff in routine operational tasks.

*Law Firm Projects: *

* *Employee Retention Credit (ERC):*
* Assist in document collection, eligibility analysis, and follow-ups on refunds and attorney fee payments.
* Audit files, answer client inquiries, and prepare status reports.
* *Visa/Mastercard Interchange Fee Settlement:*
* Collect documentation, monitor submission status, and maintain spreadsheets (e.g., Google Sheets, IntuiDesk).
* Invoice clients and track payments post-settlement.

*Qualifications and Requirements: *

* A Bachelor's Degree with a minimum of three (3) years of experience in Accounting, Operations, and Customer Service.
* Strong project coordination and time management skills.
* Comfortable working in a multidisciplinary environment, balancing administrative, client service, and operational functions.
* Proficiency in analyzing business and/or client data to identify trends, track KPIs, or support decision making.
* Ability to work independently with minimal supervision and adapt quickly to shifting priorities
* Excellent written and verbal communication skills in English and Spanish, with strong spelling, grammar, and professional phone etiquette.
* Prior experience with legal, tax, financial services, or HR administration is a plus.

Job Type: Full-time

Pay: $47,200.00 - $49,000.00 per year

Benefits:
* Employee assistance program
* Health insurance
* Life insurance
* Paid time off
* Parental leave
Schedule:
* 8 hour shift
* Day shift
* Monday to Friday

Work Location: Hybrid remote in San Juan, PR 00918