Note: The job is a remote job and is open to candidates in USA. InsideOut’s client is a virtual professional services firm providing on-demand legal, HR, and finance departments for high-growth startups and scaling businesses. The Operations Coordinator will own and optimize core business infrastructure, audit workflows, create SOPs, implement Claude-based automation, build operational dashboards, and support client experience and business expansion.
Responsibilities
- Process Audit & Optimization: Map out, streamline, and capture existing internal workflows across Google Workspace and Google Docs
- Core Administrative Bottlenecks: Take complete operational ownership of key internal priorities: Client and team onboarding and offboarding. Internal and client-facing timekeeping systems. Invoicing and billing administrative touchpoints
- AI Implementation (Claude): Build upon established leadership Claude profiles and tone-of-voice settings to optimize daily administrative tasks, data entry, and proactive problem-solving
- SOP Creation: Document every executed workflow into clean, actionable, systemized SOPs to ensure operational resilience across the entire team
- Internal Connectivity: Improve cross-team collaboration mechanisms for 12+ remote professionals (lawyers, HR leads, finance leads) working across shared accounts
- Real-Time Dashboards: Design, build, and maintain tier-1 executive dashboards (connecting core tools/APIs or utilizing Claude-built custom interfaces) to track deliverables, milestones, team accountability, and KPIs
- Bottleneck Prevention: Proactively identify project delays, off-track tasks, and sticking points before they impact client delivery or leadership visibility
- Matter Segregation: configuring Google Drive so that only assigned team members have access to specific Clients/Matters
- Template Repository: Gathering templates from across workspaces, organizing template folders and adding such to our AI integrations with Claude
- Client Interface & Single Source of Truth: Manage smooth customer-facing dashboards/portals where clients can view open matters, assignees, active NDAs/services agreements, and due dates in a clean, high-visibility layout
- Client Delight & Repository Management: Ensure seamless client onboarding, automated communication flows, and secure access to document repositories
- Rebrand & Expansion Support: Assist leadership with marketing logistics, brand kit implementation (using Claude Design), and messaging collateral to support company expansion and new flat-rate subscription service packaging
Skills
- C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT
- **PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH**
- * **AI Expertise (Claude Specialist)**: **Advanced experience using Claude (including structured prompting, using Claude as a thinking partner for problem-solving, and utilizing features like Claude Design / App Creation).**
- * **Tech Ecosystem Mastery:** **Deep fluency in Google Workspace (Docs, Sheets, Drive, Meet).**
- * Operations & Systems Mindset: Natural instinct to document, build SOPs, optimize inefficient tasks, and eliminate redundancy
- * **High Technical Autonomy:** Ability to troubleshoot technical blockers independently via AI tools rather than escalating basic questions
- * **Proactive & Independent Execution**: High level of ownership—takes feedback constructive-first, anticipates executive needs, and works effectively without micromanagement
- * **Communication**: **Exceptional verbal and written English skills** with executive-level clarity and absolute discretion (handling sensitive, privileged legal and financial data with high professionalism)
Benefits
- Flexible work schedule: Monday to Friday, 8:00am to 5:00pm EST, with a minimum of 4 hours daily overlap
- Fully virtual work environment
Company Overview