Operations Administrator

We can only consider candidates in Tampa at this time.

Let us introduce ourselves. 

livingHR is the remote-first, professional services “work agency” created to make work better. We have served over 400+ organizations to provide human-centric, future-of-work ready, HR-managed services, professional services, and products to augment HR and People functions around the world.  

livingHR believes in taking exceptional care of our team so they can take exceptional care of our clients, partners, and communities. We are adaptable, entrepreneurial, and always looking to iterate and make improvements, which can come with a lot of change (for the better). If you are looking for a role where no day is ever the same, and you prescribe to the idea that variety is the spice of life, then you will likely enjoy our way of working. The people who find the most success here are those who are willing to be a part of a team, where no task is too big or too small, and feedback is welcomed.

To learn more about our Culture Code, Cares Campaign, and our WeBelong work in Diversity, Equity, and Inclusion visit our website: https://livinghr.com/.  

Overview

As an Operations Administrator, you will work closely with our Client Delivery team of HR and Creative experts to deliver administrative and project-based support. This role will broadly support the full team with administrative, event, and client support related needs.

• Provide administrative support and coordination for FeLeague and livingHR internal stakeholders to facilitate successful execution of projects and initiatives.
• Manage client invoicing, billing, accounts payable/receivable (AP/AR), and financial reconciliation.
• Oversee contract negotiations, vendor agreements, and office supply management.
• Provide basic IT support and systems administration for file sharing and software tools.
• Support company reporting, ensuring timely delivery and accuracy of key metrics.
• Manage job postings for client roles, ensuring that positions are posted, tracked, and updated in a timely manner.
• Collaborate with stakeholders to ensure seamless onboarding and offboarding for new employees.
• Serve as the go-to for general office operations, including internal meeting prep, mail distribution, coordination of printing, ordering supplies and maintaining relationships with vendors.
• Conduct errands as needed to support business operations and team needs.

• Act as an Executive Assistant to the leadership team, including scheduling, calendar management, and travel coordination.
• Prepare materials, take detailed notes, and agendas for meetings, ensuring smooth execution.
• Manage employee and client gifting programs, from sourcing to delivery.

• Support internal and external events including onsite event support, from company meetings to client workshops.
• Coordinate and plan travel for company meetings and client projects.
• Ensure data in project management, timekeeping, and CRM systems is updated and reported on.
• Facilitate the transition of project handoffs from the sales team to the delivery team, ensuring all necessary information is accurately transferred.
• Coordinate the project kickoff process including creation of the draft kick-off presentation and project tracking in the project management tool.
• Support project teams with resource allocation, timelines, and task management.
• Draft client surveys to support clients’ overall project needs and objectives.
• Admin surveys for client projects, to include building in survey tool, launching communications, building results dashboard, and communicating with the delivery team with updates/needs, etc.
• Provide support for facilitation needs such as creating projects in Mural (visual collaboration tool) and ordering supplies and meals for in-person sessions.
• Organize and maintain client and internal files in Box, ensuring the team has easy access to important documents and information.

• B.S. degree and a minimum 3–5 years in an administrative, office management, or operations role, preferably in a creative, tech, or HR-focused organization; or 10 years of experience in similar role.

• Strong proficiency with technology, including financial software, file-sharing tools, and office productivity suites.
• Familiarity with project management and survey/assessment tools helpful.
• Exceptional organizational, multitasking, and time management skills.
• Strong ability to collaborate and communicate with team members, understanding importance of completing work on time and how your role impacts successful project outcomes.​
• Adept at negotiating contracts and managing vendor relationships.
• Resourceful problem-solver with a "get it done" attitude.
• Detail-oriented and proactive, with a passion for delivering outstanding service.
• Excellent time management, organization, and ability to prioritize competing deadlines.​
• Proven ability to work independently while checking for understanding.

Other helpful information

As a full-time team member, we offer you:  

Autonomy & Flexibility: We call it, WfWiMS “Work from Where it Makes Sense,” a philosophy we have had in play since our inception in 2009, and we have no plans to change. This flexibility comes with a responsibility to self-manage and be an exceptional performer. We work remotely and have offices in our hub markets if you want to come in or go onsite with a client and from time to time, we do that too. 

Compensation: Competitive, fair, and transparent base salary plus incentives for account growth, retention, and client referrals. 

Comprehensive Benefits: We provide a wide range of benefits, including medical, dental, 401k, STD/LTD, life, and telehealth mental health counseling.* 

Unlimited PTO/Paid Holidays: We encourage you to use your time, with a minimum requirement, and provide *23 paid holidays. 

A Culture of Impact and Humanity: We care about the impact we make and the humanity we extend to each other, our clients, and our broader community. Learn more about the culture here: https://livinghr.com/culture.  

What you can expect  

While we wish we could personally respond to every candidate, we will only reach out to candidates that meet or exceed the requirements and align with where livingHR has hub offices (https://livinghr.com/locations). 

Resources + staying connected

We have also built a career transition portal to help everyone in their search for their next role. Check it out: https://livinghr.com/career-transition-portal 

Follow us on social: https://www.linkedin.com/company/livinghr/ | https://www.instagram.com/livinghrinc | https://www.facebook.com/livinghrinc/  

Check out our Careers page for additional opportunities: https://livinghr.com/careers  

If you need assistance or any accommodations with this application, we’re here and so happy to help. Contact us at talent@livinghr.com.