About the Role

We are seeking a highly capable, hands-on Business Operations Specialist to help drive efficiency, accountability, and scalable growth across the organization. This is an on-site role in Scottsdale, Arizona, for a business-minded professional who can confidently manage operational priorities while providing essential support in human resources, recruiting, and finance administration.

The ideal candidate combines strong business operations expertise with exceptional organization, analytical ability, sound judgment, and a service-oriented approach. This individual will work closely with leadership and cross-functional teams to improve processes, build reporting visibility, coordinate projects, support business systems, and ensure day-to-day administrative and operational activities are completed accurately and efficiently.

This position is ideal for someone who thrives in a fast-paced environment, takes ownership of details, identifies problems before they grow, and can translate business needs into practical, measurable improvements.

Key Responsibilities

Business Operations & Process Improvement

· Analyze day-to-day business workflows across operations, sales, customer service, finance, HR, and administrative functions to identify inefficiencies, bottlenecks, risks, and opportunities for improvement.

· Develop, document, implement, and maintain standardized operating procedures, workflows, checklists, templates, and internal controls.

· Coordinate cross-functional projects from planning through execution, including tracking milestones, assigning follow-up items, maintaining project timelines, and communicating progress to leadership.

· Build and maintain operational reports, dashboards, spreadsheets, and presentations that help leadership monitor performance, priorities, trends, costs, and opportunities.

· Establish and track key performance indicators (KPIs) to improve accountability, operational visibility, and decision-making.

· Support continuous-improvement initiatives that strengthen productivity, quality, customer service, compliance, profitability, and scalability.

· Organize and maintain electronic files, business records, policies, process documentation, and internal resources.

· Coordinate meetings, prepare agendas, document action items, and ensure timely follow-up with internal stakeholders.

· Support internal communications, company announcements, leadership updates, and employee-facing operational materials.

· Support business systems, including ERP, CRM, inventory, eCommerce, reporting, HRIS, and other operational platforms, as applicable.

· Identify opportunities to use automation and AI-enabled tools to improve reporting, documentation, workflow efficiency, communications, forecasting, and routine administrative processes.

· Train employees on updated processes, tools, systems, and workflow expectations to promote adoption and consistent execution.

Human Resources & Recruiting Support

· Provide administrative support across core HR functions, including recruiting coordination, onboarding, employee records, training tracking, benefits administration, and employee communications.

· Coordinate interview scheduling, candidate communication, interview materials, offer documentation, and recruiting-related administrative tasks.

· Support new-hire onboarding, orientation scheduling, employee paperwork, background-check coordination, and personnel-file maintenance.

· Prepare employment letters, offer letters, onboarding materials, employee communications, and other HR documentation.

· Maintain confidential employee records and HR files in accordance with company policies and applicable requirements.

· Assist with benefits enrollment, employee changes, leave-related documentation, and general employee questions.

· Track employee training assignments, completion records, required acknowledgments, and compliance-related documentation.

· Support employee engagement, recognition programs, internal events, and culture-building initiatives.

· Assist leadership with HR reporting, workforce data, headcount tracking, organizational charts, and related administrative projects.

· Support HR compliance initiatives, audits, policy updates, and documentation requirements while maintaining strict confidentiality.

Finance & Administrative Support

· Assist with financial and administrative processes, including invoice processing, purchase requests, expense tracking, vendor documentation, and payment-related coordination.

· Support budget tracking, expense reporting, cost-control initiatives, and financial data organization.

· Maintain accurate records related to vendors, purchasing, contracts, supplies, and operational expenditures.

· Partner with finance and leadership to compile reports, reconcile data, identify discrepancies, and support timely decision-making.

· Assist with basic accounts payable, purchasing, vendor coordination, and internal approval workflows as assigned.

· Support office administration, including supply management, travel coordination, meeting logistics, and facility-related needs.

· Handle sensitive business, employee, and financial information with discretion, professionalism, and sound judgment.

· Perform other operational, HR, finance, and administrative responsibilities as assigned.

Qualifications

Required

· Bachelor’s degree in Business Administration, Operations Management, Human Resources, Finance, Accounting, Supply Chain, Information Systems, or a related field; equivalent relevant experience may be considered.

· Demonstrated experience in business operations, office management, project coordination, executive administration, HR administration, finance support, or a related cross-functional role.

· Strong ability to manage multiple priorities, deadlines, projects, and stakeholders in a fast-paced environment.

· Advanced proficiency in Microsoft Office, particularly Excel, Word, Outlook, PowerPoint, and Teams; experience with Google Workspace is also valuable.

· Strong Excel and reporting skills, including data organization, formulas, tracking tools, and presentation of business information.

· Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with employees, candidates, leaders, vendors, and outside partners.

· Proven attention to detail, follow-through, problem-solving ability, and commitment to accuracy.

· Ability to handle confidential employee, financial, and business information with professionalism and discretion.

· Strong customer-service mindset, sound judgment, adaptability, and a proactive approach to solving problems.

· Ability to work fully on-site in Scottsdale, Arizona.

Preferred

· Experience in a manufacturing, distribution, eCommerce, professional services, supply chain, or high-growth business environment.

· Experience supporting recruiting, onboarding, employee records, benefits administration, or HR compliance.

· Experience supporting invoice processing, purchasing, accounts payable, vendor management, expense reporting, or budget tracking.

· Familiarity with ERP, CRM, HRIS, ATS, accounting, inventory, payroll, eCommerce, or business-intelligence systems.

· Experience creating SOPs, process maps, dashboards, KPIs, workflows, and operational documentation.

· Experience with process-improvement methodologies such as Lean, Six Sigma, Kaizen, or similar approaches.

· Familiarity with automation platforms or AI tools used for workflow improvement, reporting, documentation, communications, or business analysis.

· Experience supporting system implementation, change management, or employee training initiatives.

Key Competencies

· Business operations and process improvement

· Project coordination and execution

· HR and recruiting administration

· Finance and vendor-support coordination

· Data analysis, reporting, and dashboard development

· Process documentation and workflow design

· Organization, prioritization, and time management

· Confidentiality and professional judgment

· Cross-functional collaboration

· Clear written and verbal communication

· Technology adoption and continuous improvement

· Attention to detail and accountability

What Success Looks Like

Within the first year, the Business Operations Specialist will:

· Create stronger structure, consistency, and accountability across key operational processes.

· Develop clear workflows, SOPs, reports, and tracking tools that improve execution and visibility.

· Improve leadership access to timely, accurate operational, HR, and financial information.

· Strengthen coordination among operations, finance, HR, recruiting, and administrative functions.

· Help create a smoother candidate and employee experience through organized recruiting, onboarding, and employee-support processes.

· Identify and implement practical process, automation, or reporting improvements that save time, reduce errors, improve service, or support cost control.

· Become a trusted, dependable operational partner to leadership and internal teams.

Why This Role Matters

This is not a traditional administrative support position. The Business Operations Specialist will play an important role in helping the organization operate with greater discipline, efficiency, and visibility. The right person will be equally comfortable improving a workflow, organizing a leadership report, coordinating a new hire’s onboarding, resolving an administrative issue, supporting finance documentation, and ensuring critical business details do not fall through the cracks.

Equal Opportunity Statement

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected status.