Administrative Assistant

Position Summary

The Operations Specialist plays a critical role in coordinating operational activities across the company’s infrastructure, projects, and internal operations. This role supports the execution of initiatives across multiple workstreams including infrastructure deployments, operational projects, vendor coordination, and internal reporting.

The Operations Specialist helps ensure that projects, operational tasks, and follow-up actions across the organization are tracked and completed. This role works closely with leadership and cross-functional teams to maintain operational visibility across the company’s infrastructure footprint, which includes multiple data centers and a large fleet of infrastructure assets.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple operational vectors simultaneously while maintaining clear communication and accountability across teams.

Key Responsibilities

Operations Coordination

• Support operational coordination across the company’s infrastructure environments, including multiple data centers and cloud infrastructure assets.
• Track operational tasks and initiatives to ensure progress and completion.
• Coordinate work across engineering, operations, vendors, and internal teams.
• Assist with planning and execution of infrastructure deployments, upgrades, and maintenance activities.
• Ensure follow-up on operational tasks and commitments across teams.

Project and Task Management

• Maintain project trackers and operational dashboards.
• Track multiple concurrent initiatives and ensure deadlines and milestones are met.
• Maintain visibility across operational workstreams and ensure accountability.
• Assist leadership in coordinating and managing complex operational projects.
• Identify operational risks, bottlenecks, and areas requiring attention.

Infrastructure and Asset Tracking

• Assist with tracking and maintaining visibility across infrastructure assets, including servers, GPUs, networking equipment, and cloud resources.
• Support operational inventory management and asset documentation.
• Maintain accurate records of infrastructure deployments and asset locations.
• Assist with infrastructure capacity tracking and operational reporting.

Analytical and Reporting Support

• Gather and analyze operational data to support decision-making.
• Prepare reports and dashboards related to operational performance and project status.
• Maintain spreadsheets and operational tracking tools used by leadership.
• Assist with analysis related to infrastructure capacity, utilization, and operational planning.

Vendor and Deployment Coordination

• Coordinate with vendors performing infrastructure installations, maintenance, or service work.
• Track vendor deliverables and ensure commitments are completed.
• Assist with procurement follow-ups and equipment logistics.
• Help ensure vendor work aligns with operational standards and schedules.

Process and Documentation Management

• Maintain operational documentation, procedures, and project records.
• Assist with developing and improving operational workflows and internal processes.
• Ensure operational documentation remains current and accessible.

Executive and Administrative Support

• Assist leadership with scheduling, meeting coordination, and preparation of materials when needed.
• Track action items from leadership meetings and ensure follow-through.
• Assist with preparation of presentations, reports, and executive communications.
• Help coordinate internal meetings and operational reviews.
• Provide general administrative support to leadership when required.

Qualifications

Required

• 3–7 years experience in operations, project coordination, or analytical roles.
• Strong organizational and multitasking abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• High attention to detail and follow-through.

Preferred

• Experience working in technology, infrastructure, or data center environments.
• Familiarity with infrastructure components such as servers, networking equipment, storage, and cloud platforms.
• Experience with project tracking and operational management tools.
• Strong analytical and reporting skills.

Key Skills

• Operational coordination
• Project tracking and follow-through
• Analytical thinking and reporting
• Organizational and time management skills
• Cross-team communication and coordination
• Problem-solving and operational awareness

Tools and Systems

• Project management tools (Jira, Asana, Monday, etc.)
• Spreadsheet and reporting tools
• Collaboration and documentation platforms
• Operational tracking systems

Work Environment

• Fast-paced operations-driven organization.
• Coordination across infrastructure, engineering, operations, and vendor teams.
• Work involves tracking multiple initiatives across departments and infrastructure environments.

Pay: $24.00 - $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person