Operations Assistant

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JOB TITLE
Operations Assistant

JOB ID
RAVDEE1

INDUSTRY
Real Estate Investment

LOCATION
LATAM / PH

JOB STATUS
Full Time

WORK SCHEDULE
8:00am to 5:00pm EST

SALARY
$7 - 8 p/h (Quarterly Bonuses $250-$400)

TARGET START DATE
ASAP

Role Overview
About the Role:
The Operations Assistant provides critical day-to-day operational support for Viking Capital, a multifamily real estate investment firm. This role supports operations, documentation, systems, and financial execution to ensure workflows run accurately, efficiently, and on time.

This position requires a
highly detail-oriented, fast, and intelligent operator
who is comfortable working with numbers, systems, and sensitive information. The ideal candidate is quick on the computer, highly responsive during business hours, and able to manage multiple operational tasks with precision in a fast-paced environment.

This role offers
growth potential
for a strong performer who demonstrates reliability, accuracy, and operational judgment.

Key Responsibilities
Operations & Administrative Support

• Provide day-to-day operational and administrative support to leadership
• Maintain accurate internal documentation, contact lists, and organizational records
• Assist with internal communications and follow-ups as needed

Financial & Data Execution

• Track, organize, and maintain vendor invoices, receipts, and financial documentation
• Ensure numerical accuracy across invoices, totals, and supporting records
• Identify missing, inconsistent, or unclear documentation and follow up proactively
• Support light financial analysis, including flagging discrepancies and preparing simple summaries for review
• Maintain clean, organized, and audit-ready records

Systems & Access Management

• Set up, modify, and deactivate user access across company systems (e.g., Google Workspace, Slack, , HR/payroll platforms)
• Maintain accurate system access lists and permissions
• Track software licenses, access permissions, and renewal dates
• Learn and adapt quickly to new tools and systems as needed

Operations Administration

• Manage the virtual mailbox by reviewing, routing, and archiving incoming mail
• Create, send, and track documents using electronic signature platforms (e.g., Dropbox Sign or similar)
• Download, organize, and store vendor receipts, invoices, and agreements
• Maintain current organizational charts and internal documentation
• Execute employee onboarding and offboarding checklists accurately, ensuring all documentation, system access, and required steps are completed on time
• Maintain clean, up-to-date employee records and track PTO and required forms, following up proactively on missing or incomplete information
• Support payroll and benefits workflows by collecting, organizing, and submitting required documentation with high accuracy and confidentiality

Vendor & Contractor Coordination

• Collect, organize, and maintain vendor and contractor agreements
• Ensure all documents are properly filed, labeled, and stored in Google Drive or equivalent systems

Compliance & Documentation

• Maintain company policies, standard operating procedures (SOPs), and templates
• Assist with documentation preparation for audits or compliance reviews
• Track mandatory trainings and send reminders as needed

Project & Process Support

• Keep boards and operational trackers accurate and up to date
• Track tasks, deliverables, and timelines across operational projects
• Follow up on outstanding action items to ensure nothing is missed
• Support recurring operational workflows and checklists

Qualifications & Skills

• Associate's or Bachelor's degree in Business Administration, Human Resources, Operations, or a related field (or equivalent practical experience)
• 1–3 years of experience in an operations, administrative, HR, or people operations support role
• Experience supporting onboarding and offboarding processes
• Familiarity with HRIS, payroll, or benefits platforms (e.g., Paychex or similar systems)
• Experience managing system access and permissions across multiple tools
• Prior experience working in a fast-paced, startup or growing company environment preferred
• Experience handling sensitive and confidential information with discretion