Celeste

Operations

• Manage end-to-end project lifecycle: intake, onboarding, execution, and closeout.
• Keep project paperwork, documentation, and compliance submissions organized (including municipal requirements).
• Update clients and with project status and ensure smooth communication.
• Coordinate meetings with clients, prepare agendas, and manage follow-ups for accountability.
• Maintain and refine client onboarding forms, proposals, and templates to deliver a consistent, high-quality experience.
• Issue contracts, NDAs, invoices, and quotes as needed.
• Support software PRM updates and log requests with the partnerships team.
• Serve as a reliable point of contact post-onboarding, ensuring timely updates and follow-ups.
• Prepare clear, engaging materials for client meetings and project reviews.
• Maintain accurate client records in HubSpot CRM, keeping data clean and actionable.
• Survey customers to gather feedback and identify opportunities for improvement.
• Manage daily admin tasks: invoicing, receipt tracking, expense monitoring, and file organization.
• Own Trello management (internal + client-facing boards), ensuring visibility, structure, and deadlines.
• Organize digital assets and documentation into intuitive systems for team-wide access.
• Support leadership with research, presentations, travel bookings, and ad hoc projects.
• Leverage CRMs, automation tools, and workflow platforms to streamline processes.
• Prepare monthly pipeline and results reporting to inform business decisions.
• Explore opportunities to improve systems and workflows for greater efficiency.
• Own special projects such as blog publishing, video editing (simple Looms/screen shares), and LinkedIn messaging/posting.

Operations Specialist