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Executive Operations Coordinator

Scale Army· Customer & Admin Support
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Remote$1.2k/mo - $1.6k/moContractPosted 2mo ago

About the role

Role focusing on managing daily operational processes, purchase order management, factory production tracking, shipping coordination, documentation, and AI-assisted productivity to improve day-to-day operational efficiency for a remote, contract position serving U.S.-based clients.

Responsibilities

  • Execute established SOPs and ensure recurring operational processes are completed accurately and on time.
  • Track multi-step processes across different timelines, stakeholders, and deadlines.
  • Maintain visibility into outstanding questions, follow-ups, dependencies, and next steps.
  • Proactively follow up on incomplete items to ensure nothing falls through the cracks.
  • Use ClickUp or similar task management platforms to organize tasks, deadlines, and ongoing work.
  • Work independently within established processes without requiring constant direction.
  • Support the management and tracking of purchase orders.
  • Monitor factory production updates and maintain accurate records of progress and outstanding items.
  • Organize and track shipping schedules, timelines, and related operational information.
  • Coordinate information across different stages of purchasing, production, and shipping.
  • Escalate delays, missing information, or issues requiring leadership attention.
  • Learn and follow established manufacturing and operational processes without requiring previous manufacturing expertise.
  • Maintain accurate reference sheets, trackers, and central operational documents.
  • Transfer important information from emails and other communication channels into appropriate reference documents and systems.
  • Keep notes, status updates, outstanding questions, and operational records organized and current.
  • Ensure documentation is clear, structured, and easy for others to reference.
  • Maintain a high level of accuracy and attention to detail across operational records.
  • Use Claude or similar AI tools regularly to improve efficiency across day-to-day operational work.
  • Write clear, detailed prompts and provide appropriate context to generate useful outputs.
  • Upload and reference documents within AI tools to support research, drafting, organization, and task execution.
  • Use AI to support practical workflows, such as turning information into structured summaries, action items, or ClickUp tasks.
  • Review and refine AI outputs rather than relying on generated responses without verification.
  • Troubleshoot prompts and provide additional context when AI outputs do not initially meet requirements.
  • Continuously identify practical opportunities to use AI to reduce repetitive work and improve productivity.
  • Support leadership with ongoing operational and administrative priorities.
  • Organize information and prepare clear updates, briefs, and reports when needed.
  • Proactively identify missing information and follow up with the appropriate stakeholders.
  • Manage multiple priorities while maintaining accuracy and consistent follow-through.
  • Escalate questions or issues appropriately while independently handling routine operational work.

Qualifications

  • 3+ years of experience in an operations, administrative support, virtual assistant, project coordination, or similar role involving detailed process and task management.
  • Experience following established SOPs and managing recurring multi-step processes.
  • Experience maintaining trackers, reference documents, task systems, or other centralized operational records.
  • Experience independently managing tasks and following through on outstanding items with minimal supervision.
  • Stable work history and interest in a long-term opportunity.
  • Experience supporting purchasing, production, shipping, e-commerce, or similar operational workflows is a plus but not required.

Skills

Required:Organizational skills and attention to detailSOP adherence and autonomous executionAI tooling (Claude or similar)ClickUp or equivalentGoogle WorkspaceDocumentation and reporting
Nice to have:CanvaFamiliarity with Shopify/Klaviyo/Photoshop
Last updated Sep 9, 2026. Interested? Apply on the company site.

About Scale Army

Global Staffing for Marketing & Sales Growth

Scale Army sources, vets, and deploys high-performing marketers and sellers, helping meet growth targets with nearshore talent, month-to-month contracts, and fast onboarding.

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