Office Operations Assistant

Operations Assistant

Location: Scottsdale, AZ
Employment Type: Full-Time
Company: Superlative RM

Job Summary

We are seeking an experienced and highly organized Operations Assistant to oversee office operations and administrative functions for our debt collection company. This role is responsible for managing staff, coordinating operational workflows, and ensuring accurate handling of payments and correspondence in a regulated environment. The ideal candidate is detail-oriented, trustworthy, and comfortable working with sensitive consumer information.

Key Responsibilities

Administrative & Office Management

• Oversee daily office operations to ensure efficiency, accuracy, and compliance
• Manage and support administrative staff, including scheduling, training, and performance oversight
• Develop, implement, and maintain administrative policies and procedures
• Coordinate office supplies, equipment, vendors, and facility needs
• Maintain accurate electronic and physical filing systems

Payment Processing

• Oversee and process consumer payments received via mail, electronic methods, and other approved channels
• Ensure payments are accurately logged, posted, and routed according to company procedures
• Coordinate with internal teams to resolve payment discrepancies or exceptions
• Maintain proper documentation and internal controls related to payment handling
• Ensure confidentiality and security of payment information

Mail Processing

• Oversee incoming and outgoing mail operations, including consumer correspondence, legal notices, and payments
• Ensure timely opening, sorting, scanning, and distribution of mail
• Maintain mail logs and documentation in accordance with company policy
• Coordinate with postal and courier services as needed

HR & Staff Support

• Coordinate employee onboarding and offboarding processes
• Support payroll coordination, timekeeping, and benefits administration
• Maintain personnel records and ensure confidentiality

Compliance & Reporting Support

• Support compliance efforts related to FDCPA, state collection laws, and internal policies
• Assist with audit preparation and documentation requests related to administrative, payment, and mail processes
• Ensure proper record retention and documentation standards are followed

Executive & Operational Support

• Provide administrative support to leadership, including reports and special projects
• Assist with workflow optimization and process improvements

Qualifications

• Associate’s or Bachelor’s degree in Business Administration or related field preferred
• 3+ years of administrative or office management experience
• Experience handling payments and mail in a financial service, legal, or regulated environment preferred
• Strong organizational, leadership, and time-management skills
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Excellent written and verbal communication skills
• High level of integrity, professionalism, and discretion

Preferred Skills

• Experience in debt collection or other regulated industries
• Familiarity with payment controls, mailroom operations, and documentation standards
• Supervisory or team leadership experience
• Experience with CRM systems or collections software

Benefits

• Competitive salary based on experience
• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement plan options
• Professional, stable work environment
• Opportunities for growth and advancement

Equal Opportunity Employer

Superlative RM is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, disability, or any other protected status.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Expected hours: 40 per week

Benefits:

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

Work Location: In person