Operations Support Specialist (pooling)

About this role

We are seeking a highly organized and experienced Operations Support Specialist to oversee and streamline core operational functions within a professional services and accounting firm. This remote role works closely with the CEO and leadership team to ensure efficient service delivery, strong internal operations, and high client satisfaction.
The ideal candidate is process-driven, detail-oriented, and comfortable managing people, systems, and workflows across Human Resources, Workforce Management, Client Success, and Administrative Operations.
Duties and Responsibilities
Human Resources & Team Operations

Process bi-monthly payroll and manage accurate tracking of PTO and sick time.

Lead weekly team meetings and coordinate team engagement and staff appreciation initiatives.

Administer bi-annual performance reviews and manage tracking of team Objectives and Key Results (OKRs).

Coordinate onboarding for new team members, including internal training and IT provisioning.

Manage training budgets and assess ongoing team training needs and professional development goals.

Workforce Management & Capacity Planning

Analyze team time tracking, utilization, and productivity metrics.

Prepare client time reporting and budgeting analysis.

Manage client budget changes and team assignment transitions.

Plan for future hiring needs and support capacity planning for new client onboarding.

Oversee team scheduling, availability, and time-off monitoring.

Client Success & Quality Assurance

Administer new client onboarding requirements, coordinating personnel and IT needs from contract execution through the first monthly check-in.

Track client engagement metrics and administer annual client satisfaction surveys.

Manage recurring Quality Assurance (QA) reviews and maintain SOP standards across the firm.

Administrative, IT & Internal Operations

Prepare and analyze monthly invoices and manage collections processes.

Handle new user provisioning and oversee internal IT ticket management.

Manage cloud platform optimization and internal system “bloat” reduction.

Maintain ownership of client and team databases within Airtable.

Support marketing operations by ensuring brand standards are followed and managing the referral program.

Own internal SOP documentation and lead communication, training, and change management for process updates.

Requirements

Bachelor’s degree in Business, Operations, Human Resources, Accounting, or a related field.

Minimum of 4–6 years of experience in operations management, preferably in professional services, accounting, or consulting environments.

Experience managing HR administration, payroll processes, and workforce planning.

Strong organizational and project management skills with attention to detail.

Comfort working with cloud-based tools (Airtable, time tracking systems, accounting or IT platforms).

Strong written and verbal communication skills.

Preferred Qualifications

Experience in an accounting, finance, or CFO services firm.

Familiarity with utilization-based staffing models and client budgeting.

Experience managing SOPs, QA processes, and operational documentation.

Background supporting remote or distributed teams.

Exposure to basic IT administration, systems optimization, or workflow automation.

Benefits
Hireframe provides nearshore and offshore staffing solutions, operating as a remote-first organization with team members located in the United States, Mexico, and the Philippines. Our robust benefits package includes:

Permanent remote work flexibility

Paid Time Off

Health Maintenance Organization (HMO) coverage

Annual performance bonuses

Dedicated coaches offer an extra channel of support and skill-building

Opportunities for professional growth

At Hireframe, we cultivate a supportive environment that fosters professional development and success, ensuring our team members thrive in their careers.
Learn More
Stay updated on open roles and industry insights.
Follow us on:

Instagram

Facebook

LinkedIn

YouTube

Visit our website:

Tune in to our What Worked podcast
Check out What Worked podcast, hosted by our founders, Mike and Tyler, featuring conversations with business executives and founders—including some of our clients.
Originally posted on Himalayas