Operations & Admin Associate

About the Role
We're a fast-growing AI startup based in San Francisco building products that are changing how businesses operate. As we scale, we need a sharp, proactive Operations & Admin Associate to keep the engine running smoothly — from finance admin to customer onboarding to company-wide process building.

This is a high-impact, high-visibility role for someone who loves bringing order to chaos, is excited by AI tools, and thrives in a startup environment where no two days look the same.

What You'll Do
???? Finance & Accounts Payable
• Process and pay vendor invoices accurately and on time
• Log and categorize receipts and expense reports across the team
• Reconcile monthly statements and support audit preparation
• Coordinate with external accountants or bookkeepers as needed
• Assist with budget tracking and flagging spending anomalies

???? Customer Onboarding
• Guide new customers through our onboarding workflow with clarity and care
• Maintain and improve onboarding documentation, checklists, and templates
• Coordinate kickoff calls, set up accounts, and ensure smooth handoffs to account teams
• Track onboarding progress and flag blockers proactively

?? Process Design & Documentation
• Design, document, and implement operational processes across the company
• Identify gaps in existing workflows and propose improvements
• Build and maintain SOPs (Standard Operating Procedures) for repeatable tasks
• Partner with team leads to roll out new processes efficiently

???? AI Tools & Productivity
• Leverage AI tools (e.g., Claude, ChatGPT, Notion AI, Zapier) to automate repetitive tasks
• Experiment with and champion new tools that improve team efficiency
• Help onboard teammates onto AI-assisted workflows

???? Administrative & Scheduling
• Manage executive calendars, meeting bookings, and travel arrangements
• Handle vendor coordination, office supply management, and facility needs
• Support company events, offsites, and team culture initiatives
• Serve as a central point of contact for day-to-day operational questions

What We're Looking For
• 2–4 years of experience in an admin, operations, or finance support role — startup experience a plus
• Comfortable with financial processes: invoicing, expense tracking, and basic reconciliation
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication — you'll work across every team
• Genuine enthusiasm for AI tools and a willingness to learn and experiment
• Proven ability to document processes clearly and train others on them
• Self-starter mentality — you don't wait to be told what needs fixing
• Proficiency with tools like Google Workspace, Notion, Slack, and ideally Ramp, Brex, or similar

Nice to Have
• Experience with customer-facing onboarding or customer success workflows
• Familiarity with accounting software (QuickBooks, Xero, or similar)
• Background in building internal wikis or knowledge bases
• Prior experience at an AI, SaaS, or technology company