Operations Coordinator

Instant Teams is currently hiring a Remote Operations Coordinator! In this position, you will provide operations support to the team and mission. This includes: project coordination, team operations, meeting administration, event logistics support, special projects, and light CRM support. This position offers flexible scheduling, with the exception of recurring weekly meetings. 

Day In The Life: 

• Project Coordination & Team Operations
  • Coordinate and track departmental projects, timelines, and deliverables.
  • Maintain shared calendars and manage scheduling for internal syncs.
  • Support cross-functional coordination between Recruitment, Talent, Partnerships, and Programs.
  • Maintain documentation, SOPs, and shared team resources.
  • Track weekly OKR progress and support reporting.
  • Works with internal partners to support flexibility, collaboration, creating a positive work environment, consistently maintaining professionalism and integrity, actively taking steps to foster high morale, and demonstrating a dedication to excellence
• Meeting Administration
  • Prepare agendas for weekly and monthly team meetings.
  • Take notes, track decisions, and capture action items.
  • Ensure follow-up tasks are assigned and completed.
  • Provide administrative support for cross-departmental syncs.
• Event Logistics Support
  • Coordinate logistics for recruitment and cross-team events, including lodging, meeting space, vendor coordination, and materials.
  • Support event registration, preparation, and light execution as needed.
  • Assist with travel logistics related to major team events (individual staff members book their own flights).
• Data Entry & Light CRM Support
  • Enter event attendance, contact information, and follow-up notes into the CRM.
  • Support the creation of basic weekly or monthly reports.
  • Ensure accurate documentation following recruitment events.
• Special Projects
  • Support one-off projects for any team member across the vertical.
  • Conduct brief research tasks to support recruitment, political recruitment, talent operations, or partnership activities.
  • Assist with the creation of internal materials, slides, templates, and comms.

Must-Haves: 

• High school diploma or GED
• 2-3 years of administrative experience supporting multiple managers or a team
• Ability to communicate verbally and in writing effectively
• Strong attention to detail and accuracy
• Strong time management skills
• Experience using multiple software systems in a remote setting
• Ability to work independently and collaboratively
• Ability to be highly organized and capable of the administrative tasks needed for the role
• Critical thinking and problem-solving skills
• Excellent customer service skills
• Confidence in making decisions
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) or Google Workspace (Calendar, Docs, Sheets). Specifically for managing shared calendars, preparing materials, and basic reporting/tracking.
• Experience with Customer Relationship Management (CRM) or Applicant Tracking Systems (ATS). Highly relevant for data entry and light CRM support.

Training: 

• First week Monday - Friday 11:00am-3:00pm EST
  • On-the-job training
  • One recurring team training meeting
  • One-on-one sessions with each of the six team members
  • Optional daily 15-minute check-ins 

Post Training availability expectations:

• Regular availability for questions and team coordination is preferred between Monday - Friday, 11:00 AM–3:00 PM EST
• Midday coverage is especially important to support team members working across multiple time zones, including the West Coast
• Time commitment:
  • An estimated 15 -20 hours per week 
  • Additional support may be requested periodically for special projects

Pay:

• $25 per hour

Due to specific position requirements, we cannot hire from the following locations for this opportunity: OCONUS, California, Illinois, Massachusetts, Montana, New Hampshire, Rhode Island, Seattle, WA, and Washington DC

* In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

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Notes

Other Duties

This is not necessarily a complete list of responsibilities, skills, duties, or requirements associated with the job. While this list is intended to be an accurate reflection of the current job, the Company reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change, (i.e., emergencies, changes in personnel, workload, rush jobs, or technological developments.)

EEO and Harassment Statement

Instant Teams provides equal employment opportunities (EEO) to all applicants, contractors, and employees without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. This policy applies to all terms and conditions of work, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Instant Teams expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Instant Teams’ contractors and employees to perform their job duties may result in discipline up to and including discharge.

About Us

As a customer experience (CX) marketplace, Instant Teams partners with nation's top brands and companies through a suite of talent solutions that range from building out remote support teams to identifying a direct hire - all by sourcing from their remarkable and diverse talent community. As a mission-centric company, they have a proven track record of generating thousands of remote job opportunities and have significantly improved the financial well-being of military families, generating over $40 million in economic impact.