Last updated 10 October 2026

Operations Coordinator

Two openings.

Apply for this role. Reading the page is not applying. The application is the only way to be considered, and it is the whole first step.

Why this role exists

We need someone to oversee these items:

• It keeps work organized, gets proposals out fast, and stops small problems before they turn into emergencies.
• It also helps clients get a faster answer. When a client calls or emails, you pick up the issue and make sure it gets completed from the client and company point of view.

Logistics

• Company stage: Small, growing firm with a lean leadership bench.
• Start: As soon as possible.
• Location: Remote.
• Reports to: Ash, Senior Accounting Associate.
• Direct reports: None.
• Video: Able to be on video for team calls during work hours.
• This is not a "work when you want" role. We all work at the same time, in different places.
• Stability standard: We want someone who plans to stay with the same company for at least 3 years.
• Your laptop: You provide it, whether you already own one or buy one. It stays yours, and all firm work happens through our virtual desktop, so no client data ever sits on your machine. What it has to meet is below.

The technology you need to work here

The setup is the same for every role here. The technology you need to work here lists the computer, the internet, the power backup, the audio and the workspace.

Work hours

Our clients are in the United States, so this role runs on US Central time. That is not negotiable. Read this part twice before you apply.

• Full time is 7 am to 4 pm Austin time.
• That's 2 pm to 11 pm in Warsaw, Belgrade, and Skopje.
• Monday through Friday, year round.
• Work out what that is where you live before you apply, and be sure you can do it every day.

One job, not two

• This role requires that you hold no other job. One job, and it is this one.
• We cannot take you part time here while you hold a full time job somewhere else.

Part time to start

• We offer 1 to 3 month part time roles at 20 hours a week, 12:00 PM to 4:00 PM Austin, Texas time. In North Macedonia that is 7:00 PM to 11:00 PM.
• You stay part time until the weekly development meeting agrees the job is a good fit for full time and for many years.
• Part time exists so that someone coming from another part time role can ramp up.

Full time here

You are passionate about your work. Full time here means 8 to 10 hours a day, because you want to see things through to finished.

Who we want here

• Women. We want more of them here.
• Autistic people. The rules are written down. Nobody has to read a room.
• Direct communicators.
• People who think in systems. When something breaks, they look for what caused it instead of fixing only the part they can see.
• People who are optimistic about the outcome when they are under stress or facing a challenge.
• People who move fast and get a lot done.
• People who are all in.
• People who want the company to grow and are excited to help make that happen.
• People who, when they are stressed, notice what they are feeling, then say what they need and write it down. Stopping at the feeling, with nothing written down, is not a fit here.

Who should not apply

This is not the role for you if you:

1. Wait for somebody else to pick a thing up, or need the work handed to you tidy and already decided.
2. Report a problem and stop there.
3. Try somebody once, get no answer, and give up.
4. Go quiet when something needs raising, or find telling the truth consistently hard.
5. Read hidden meanings and office politics instead of the plain words.
6. Overstate what you can do, or are different before you are hired and after.
7. Have changed jobs every year or two, or want short projects and a work whenever schedule.

How your results are measured

Each KPI is tracked against a target agreed with you and your supervisor, reviewed on a regular cadence.

• We want someone PROACTIVE. This is the biggest key to success in this role.
• Reply speed: 100% of client voicemails, client emails, and team messages answered the same day, or within 24 business hours.
• Availability: Available within 5 minutes on Google Chat during work hours.
• Open items: How long the oldest open item with an outside party has been sitting. It should be days, never weeks.
• Renewals, licenses, and filings: 100% paid or completed before the due date, with none missed.
• Proposal speed: Proposals go out correctly within 24 hours of the discovery call.
• Proposal follow up: You structure and run the follow up on your own until there is a yes or a no. Silence is not an outcome.
• Call logging: 100% of calls logged in Canopy on the client record, with what the caller wanted and who it went to.
• SOP output: Publish or update 5 approved SOPs per week, or as assigned, and update an SOP within 2 business days of a confirmed system change.
• Daily priorities: Posted by 11:59 PM Austin time the day before.
• Time tracking: Everyone here tracks time in 5 minute increments, in real time as the work happens.

Role summary

In this role, you will:

• Answer the main line and be the first person a client reaches.
• Keep work moving so client work does not get stuck.
• Own every open item with people outside the firm until it is closed.
• Get proposals out fast and follow them until there is an answer.
• Turn every correction you receive into a written standard, so the next person can look it up instead of asking.

What you own

Phones and first response

• Answer the main line during your hours.
• Return every voicemail and client email the same day, or within 24 business hours.
• Log every call in Canopy on the client record, with what the caller wanted and who it went to.
• When you tell a client that we will get back to them, give them a date, and log that in Canopy.

Open items with people outside the firm

• Keep the list of open items in Canopy current: vendors, clients, the IRS, and outside reviewers.
• Make the second contact. One unanswered email or voicemail is the start of the job, not the end of it.
• Report what is finished, not what is planned. "I emailed them" is not an update.
• Do not just report problems. Recommend the next step and the options.

Renewals, licenses, and deadlines

• Keep every software renewal, license payment, state filing, and filing deadline current in Canopy, with the amount and the Interim CEO on each one.
• Raise each one before it is due, with the payment method already sorted.
• Complete administrative vendor communication.

Sales administration

• Take new lead information, enter it in Canopy, and book the discovery call.
• Send the proposal, track who has signed, and follow up until there is an answer either way.
• Keep every open proposal current in Canopy, so leadership can see where things stand without asking.
• Update proposal and engagement letter templates in Canopy.

Meetings, action items, and the daily rhythm

• Capture action items out of every meeting in the specified Google Chat space, and follow them until they are closed.
• Work the client issues chat and follow up with each person until every item in it is closed out. An item with no reply is yours to chase.
• Post your priorities on our internal hub every working day, and chase the teammate who has not posted.
• Ask what each open item is waiting on, and who moves it next.
• Coordinate meeting scheduling, follow ups, and document requests.

SOPs

• Turn recordings and corrections into SOPs with step by step instructions, templates, and a clear definition of done.
• Use AI tools to draft quickly, then edit for accuracy and firm standards.
• Keep the SOP library on our internal hub organized and current.

Spreadsheets

• Build and maintain trackers in Google Sheets, including pivot tables and summaries.
• Every sheet you create has clear headers, readable formatting, the right folder, an accurate file name, and clean tab names.
• No mystery work. If someone else cannot understand it without asking you, it is not finished.

What this role does not do

• No client accounting, bookkeeping, or tax work.
• No marketing copy or sales writing.
• No decisions about pricing, scope, or what a client is charged.
• No reviewing anyone else's work, apart from your own.

How SMB Numbers works

We move fast, and we do not do chaos. We do consistency. If something is off, we say it early. If you do not know, you ask once, then take a smart first try. If you make a promise, you follow through. And if it is not written down, it did not happen.

How we work together

• We work at the same hours most of the time, and some of the work is done asynchronously. You will not always have somebody online to ask, so you write things down and you keep going.
• Written, asynchronous communication is modeled as part of the company's culture. Things are read in writing before a live call is requested, and writing is used to prevent the need for calls.
• Tell the truth early. If something is late, stuck, or going wrong, say it early and clearly.
• Be proactive.
• Keep records clean. Tasks, notes, and files should be easy for someone else to pick up.
• Protect client information and handle sensitive material carefully.
• Track your time correctly and on time.
• When you see a repeat problem, fix the system.

Software we use

Software we use lists every tool this role works in.

What we need from you

• 2 or more years in an executive assistant, operations, or accounting firm role.
• Google Sheets or Excel skills, including pivot tables and clean formatting. Preferred, not required.
• Comfortable on the phone with clients, and comfortable being direct in writing.
• Able to work independently, stay organized, and handle sensitive information properly.
• Comfortable using AI tools and process documentation tools.

Pay

Pay starts at a minimum of $1,500 USD a month and may be higher with experience.

How pay works here. The parts, how each one grows, the coverage bonus and sales commission.

Career growth

• Tell us what you want over the next three years. We will help.
• You schedule a career conversation with your supervisor every quarter. That meeting is yours to run, and it is where we plan what you learn next.
• Once you master the basics in your role, you will be taught how to create AI automation.
• Building new ones is open to whoever can spot a repetitive task on their own and design the fix. That is where this job gets interesting, and it is earned rather than assigned.
• We invest in people who invest in themselves. We are curious to hear how you develop new skills off the clock. Come with something you want to get better at.

Every step of our process, in order. Read it before you apply, so you know what is coming and when.

How to apply

Fill in the application. It is the whole first step.

It asks for a web address for a short video recording answering both of these questions. Put the video anywhere we can open without an account, and paste the address into the application.

• What do you do when you get a task/project you do not understand?
• From a logistics standpoint, when is the earliest that you could start full time if you were to be accepted?

Apply now. If you have read this far and it sounds like you, send it. We read every one.

Tax and accounting career levels, the levels used across the firm.