Operations Associate
Offer summary
Qualifications:
Experience in operations or administrative roles is preferred., Strong attention to detail and accuracy in documentation., Proficiency with tools like Google Workspace, Excel, and project management systems., Excellent communication and organizational skills to manage multiple tasks..Key responsibilities:
- Lead payroll processing and administer timekeeping systems for accurate reporting.
- Serve as the primary contact for external vendors and stakeholders, ensuring clear communication.
- Assist in documenting and improving operational processes and workflows.
- Collect and synthesize operational data for internal reporting and decision-making.
Job description
We are seeking an experienced Operations Associate to drive organizational and administrative aspects of information flow and outcomes across the business. You will lead coordination with select internal and external stakeholders to drive effective and sustainable workflows and reporting.
Responsibilities:
Systems of Record Administration:
- Lead payroll processing to ensure timely and accurate regular, incentive and ad hoc payrolls through the company HRIS
- Administer the timekeeping system (Clicktime) to enable appropriate user access to the system and required charge codes and ensuring information in and from the system
- Administer the timekeeping and expense management systems to enable availability of needed charge codes to the right people and that approvals and information
Vendor & Stakeholder Coordination:
- Serve as the primary point of contact for external support organizations, ensuring expectations, deadlines, and deliverables are clearly communicated and met.
- Firm providing bookkeeping, month close, AP, AR and tax preparation support
- CPA firm(s) providing accounting audit and support
- Banks and lending institutions
- Coordinate with CFO, Finance Manager and internal departments to gather data and approvals as needed to support related workflows
Process Coordination
- Assisting with documentation, standard operating procedures (SOPs), and internal workflows
Helping to maintain and improve operational systems or tools (e.g., task trackers, CRMs, ERPs)Process Improvement & Systems:
- Identify and support opportunities for automation and process enhancement within the accounting and reporting functions
- Establish and/or maintain documentation of financial processes, workflows, and policies
- Administrative & Logistical Support
- Scheduling, planning, or coordinating meetings, travel, or events.
- Handling procurement, vendor management, or supply chain-related tasks.
- Updating and/or maintaining accurate records and filing systems.
Data and Reporting
- Collecting, cleaning, and synthesizing operational data (e.g., sales reports, financial records).
- Preparing summaries or dashboards for internal use.
Travel Expectations/Requirements: To support a remote-first culture, occasional travel may be required (typically 1-4 times per year) for in person meetings and events
The listed responsibilities are not exhaustive and additional responsibilities may be assigned based on the evolving needs of the organization. We are seeking a dynamic individual who is able to adapt and take on new responsibilities as they arise.
Preferred Experience and Qualifications:
- Attention to Detail: Accuracy in handling processes and documentation.
- Organization & Prioritization: Ability to juggle multiple tasks and deadlines.
- Communication: Clear internal coordination and updates to stakeholders.
- Technical Aptitude: Familiarity with tools like Google Workspace, Excel, Notion, Slack, Salesforce, or task/project management systems (e.g., Asana, Jira).
- Problem Solving: Resourcefulness in addressing issues or process gaps.
Full compensation packages are based on candidate experience. Compensation ranges are established using national benchmarking data and apply across all geographic locations within the United States.
Who We Are
Defense Unicorns delivers mission value by streamlining software delivery so our customers can focus on the most important challenges. We share a vision of freedom and security for the advancement of progress and innovation. Our commitment to this vision, and to our mission-driven customers, means a commitment to speed, user experience and optionality, without compromising security. Our team is composed of innovators, software engineers, and veterans with decades of experience delivering technology programs across the federal market.
What We Do
We create and deliver secure solutions for continuous software integration and delivery. Defense Unicorns consolidates the best practices for security pipelines, testing, and deployment automation in order to meet the high security requirements valued by mission owners. Our solutions are agnostic by design and we believe that growing a robust ecosystem of secure, cloud-native software solutions can help enterprise customers inside and outside the federal market buy and integrate software more easily.
Who We Serve
Defense Unicorns’ customers are mission-focused leaders across public and private enterprises. We proudly support defense and civil agencies across the U.S. government and we work closely with the creators of leading-edge software solutions to deliver value to the mission-owner by improving the security and consumability of commercial software products.
What We Work On
- Kubernetes
- Cloud Environments (AWS/GCP and Azure)
- Infrastructure-as-code (like Terraform/Pulumi)
- Continuous Delivery and automation tooling
- GitOps
- Containers
- CNCF projects and open source products and packages
- Helm/Kustomize-Value Stream Mapping
- Building and improving security delivery
- Building Kubernetes and cloud native applications
Benefits Our Unicorns Enjoy
Health:
- Medical/Dental/Vision
- Premiums are 100% Company Paid
- Health Reimbursement Account
- Life Insurance
- Disability Insurance
Financial:
- 401k Retirement Plan
- Company Stock Options
- Home Office Budget
Leave:
- Unlimited paid time off, with a mandatory 10 days off on top of 11 federal government holidays, week of Thanksgiving, last two weeks of December (including New Year’s Day)
- Paid Parental Leave
Learning:
- Reimbursement for approved trainings/subscriptions
- Conferences (travel, lodging, and fees)
Don’t have all the preferred experience or qualifications? Studies show that underrepresented groups like women and people of color are less likely to apply to jobs if they don't meet every requirement listed.
At Defense Unicorns, we're committed to diversity. If you're enthusiastic about the role but don't match every criteria, we encourage you to apply. You could be the perfect fit for this or another role! Defense Unicorns is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, disability, sex, sexual orientation, gender identity or expression, age, national origin, veteran status, genetic information, union status and/or beliefs, or any other characteristic protected by federal, state, or local law.
Required profile
Experience
Other Skills
- Microsoft Excel
- Data Reporting
- Technical Acumen
- Communication
- Detail Oriented
- Prioritization
- Problem Solving
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