Job Description

• Sales & Deal Execution
  • Support the full deal lifecycle from interest through agreement and payment
  • Draft, customize, and send proposals, quotes, and contracts
  • Track deal stages, next steps, and ensure timely follow-ups
  • Coordinate signatures and maintain organized deal records
• Invoicing & Financial Operations
  • Create and issue invoices with accuracy and consistency.
  • Track payment status and follow up as needed.
  • Support expense tracking and reconciliation.
  • Maintain organized financial records for bookkeeping.
  • Calculate Profit First allocations (weekly/biweekly).
• Inventory & Order Management
  • Maintain visibility and accuracy across product flow and proactively flag low stock or potential risks.
  • Track inventory levels across locations and product versions.
  • Coordinate inventory orders and restocks.
  • Communicate with vendors and 3PL partners.
  • Support inventory updates and reconciliation.
• Training & Delivery Coordination
  • Ensure smooth implementation after deals close.
  • Schedule trainings with school sites and partners.
  • Coordinate logistics (materials, kits, timing, locations).
  • Track delivery timelines and shipment status.
  • Support communication between internal teams and partners.
  • Ensure all materials and prep are ready ahead of trainings.
• CRM & Operational Hygiene
  • Maintain accurate and up-to-date CRM records (e.g., HubSpot).
  • Track contacts, deals, and communication history.
  • Ensure every active deal has a clear next step.
  • Organize files, folders, and documentation across projects.
• General Operations Support
  • Support conference prep, applications, and logistics.
  • Assist with scheduling, calendar coordination, and follow-ups.
  • Document SOPs as processes repeat.
  • Identify and flag bottlenecks, gaps, or inefficiencies.

• 2–4 years of experience in Operations, Project Coordination, or Administrative Support roles, preferably within a startup or mission-driven environment.
• At least 1 year of experience working in a global remote environment with a North America–based company.
• Proven ability to manage workflows from deal initiation through execution and delivery, ensuring accountability and follow-through across multiple stakeholders.
• Hands-on experience with CRM systems (e.g., HubSpot), invoicing tools (e.g., QuickBooks), and operational tracking systems (inventory or project management platforms).
• Proficient in Google Workspace or Microsoft Office Suite, with strong file and document management practices.
• Experience using internal communication tools such as Slack or Teams.
• Experience tracking physical inventory levels across multiple locations and coordinating with 3PL (Third-Party Logistics) partners or vendors.
• Strong attention to detail in financial operations, including invoicing accuracy, payment tracking, and reconciliation support.
• Experience in identifying repetitive tasks and documenting them into clear, simple SOPs.
• Excellent communication skills in both written and verbal English.
• Highly organized, with strong time management and strict adherence to deadlines.
• Experience coordinating across cross-functional teams (sales, operations, vendors, and clients) to ensure seamless execution.
• Comfortable operating in a fast-paced, evolving environment with shifting priorities and minimal supervision.
• Technology Specifications:
  •  Minimum 50 Mbps Internet Speed
  • Windows 11 or MacOS 15 Sequoia
  • Minimum Intel i5 8th gen with 8GB RAM or Apple M1 chip with 8GB RAM
  • Webcam and Headset
  • Designated Quiet Office Space

• Experience in education, nonprofits, or startups.

• Is proactive and takes initiative without needing constant direction.
• Stays highly organized and detail-oriented across multiple tasks.
• Communicates clearly, professionally, and with a warm tone in writing.
• Manages multiple moving pieces effectively in a fast-paced environment.
• Follows through reliably and consistently on responsibilities.
• Is motivated to work in a mission-driven startup environment.