Hireframe

Operations

• Own inventory planning, forecasting, and replenishment for short shelf-life products
• Build and maintain production schedules and demand forecasts
• Track inventory levels, rate of sale, yields, expirations, and risk flags
• Identify operational risks early (stock-outs, excess inventory, aging product)
• Own and manage Airtable as the core operations system
• Maintain clean, accurate, and structured operational data
• Build dashboards, trackers, and workflows using Airtable and Excel
• Present data clearly and visually to summarize issues and proposed solutions
• Manage operational communication with U.S. customers, distributors, and partners
• Handle emails, follow-ups, timelines, and coordination with a high level of professionalism
• Clearly summarize problems, root causes, and recommended actions for leadership
• Support customer service and order-related coordination as needed
• Use AI tools (ChatGPT and similar) to improve workflows, communication, and analysis
• Be highly tech-savvy and comfortable adopting new tools and systems quickly
• Continuously improve operational processes and documentation
• Operate with a high sense of ownership and accountability
• Be proactive, reliable, and detail-oriented in a fast-paced startup environment
• Support cross-functional needs as the business scales

Operations Associate – Manager

Project Manager

• Manage end-to-end operational execution of qualitative market research projects, including one-on-one interviews and focus groups, from kickoff through completion
• Execute participant screening and qualification in accordance with approved screeners, study criteria, and client requirements
• Coordinate and manage scheduling of research participants, moderators, clients, and internal stakeholders across multiple time zones
• Serve as the primary point of contact for participants throughout the recruitment and scheduling process, ensuring a professional and positive experience
• Maintain accurate, complete, and timely documentation across all project phases, including participant records, schedules, consent forms, and study trackers
• Monitor quotas, attendance, and show rates; proactively identify risks and implement mitigation strategies (e.g., over-recruiting, reminders, backup participants)
• Conduct quality checks to confirm participant eligibility, data accuracy, and compliance with study requirements prior to sessions
• Manage participant communications, including confirmations, reminders, reschedules, cancellations, and follow-ups
• Track project timelines, milestones, and deliverables; escalate issues and risks as needed
• Support incentive fulfillment processes and verify accurate documentation related to participant payments
• Test screeners/surveys for quality, compliance, and best practices.

Qualitative Project Manager

• Serve as the primary administrator for Paylocity, managing and maintaining employee records.
• Ensure data integrity by regularly auditing the system for accuracy and updating employee information as needed.
• Create and maintain reports, dashboards, and workflows in Paylocity to support HR initiatives and metrics.
• Troubleshoot and resolve HRIS-related issues and work with Paylocity support as necessary.
• Manage system upgrades and new feature rollouts, providing training to staff when needed.
• Coordinate the onboarding process for new employees, including preparing offer letters, sending welcome packets, collecting necessary documents, and entering new hire information into the HRIS.
• Ensure a smooth onboarding experience by scheduling orientation sessions, ensuring completion of new hire paperwork, and communicating with relevant departments.
• Manage offboarding processes, including conducting exit interviews, deactivating system access, and processing final paperwork.
• Ensure compliance with company policies and legal requirements during onboarding and offboarding.
• Assist in maintaining HR compliance by updating employee files, tracking certifications, and monitoring adherence to policies.
• Support the HR team with employee relations, benefits administration, and other HR-related functions as needed.
• Collaborate with payroll to ensure accurate and timely submission of data, such as new hires, terminations, and changes in employee status.
• Provide administrative support in areas such as maintaining employee records, responding to employee inquiries, and generating reports.
• Identify opportunities for process improvement in HRIS administration and HR operations.
• Work with HR leadership to optimize HR workflows using the Paylocity system, enhancing efficiency and employee experience.
• Develop documentation and procedures for HRIS-related tasks and train staff as necessary.

Operations Assistant

Human Resources

HR Operations Assistant

Onboarding Specialist

• Manage the onboarding process for a high volume of customers (20-40 monthly) via phone, email, and video calls
• Support customers with their data migration using export and import tools
• Assess customer-specific needs and guide the configuration process accordingly
• Train new customers and their teams on the software’s functionalities
• Deliver a world-class and efficient customer launch experience
• Act as a liaison between the customer and the Product team, representing customer feedback
• Proactively address issues and manage escalations
• Collaborate with leadership to build and refine onboarding systems and playbooks

Business Intelligence Developer

• Take business questions or topics and independently dive into available data
• Identify anomalies, trends, and patterns in datasets
• Conduct thorough analysis to surface actionable insights
• Present findings in clear, business-friendly formats
• Build dashboards and data visualizations for stakeholders
• Create self-service reporting tools for recurring business needs
• Design visual presentations of complex data stories
• Work with data engineers to identify data gaps and collection opportunities
• Understand and navigate table structures and data architecture
• Propose new data sources or schema improvements to support analysis needs

Business Intelligence Analyst – Part-time

Implementation Specialist

• - Review, clean, and organize customer data in Excel/Google Sheets, ensuring consistency and accuracy.
• - Use functions such as VLOOKUP, INDEX, and MATCH, along with formulas, to prepare data for system import.
• - Identify missing information or formatting issues, communicate these to customers, and ensure corrections are made before data upload.
• - Collaborate with internal teams and customers to clarify data-related queries.
• - Assist in maintaining internal records, setting up accounts, and handling ongoing data maintenance.
• - Pull data for kickoff and reporting calls.
• - Contribute to process improvements for data onboarding.
• - Support in building presentation decks as needed.

Billing Specialist

• Own end-to-end customer billing, including invoice generation, validation, and delivery across multiple currencies.
• Manage monthly billing cycles for subscription and usage-based invoicing.
• Submit invoices through customer AP portals and ensure timely and accurate invoice distribution.
• Maintain billing schedules, contract updates, and customer details in NetSuite SuiteBilling.
• Respond to customer billing inquiries and resolve discrepancies or disputes efficiently.
• Partner with Sales and Customer Success on billing setup, changes, renewals, and customer communication.
• Monitor AR aging and proactively manage collections activities.
• Conduct weekly AR aging reviews and identify trends or risks.
• Utilize automated dunning processes and conduct direct outreach when necessary.
• Communicate with customers regarding overdue balances, remittances, and payment plans.
• Support month-end close activities related to AR and bad debt considerations.
• Analyze billing and collections data to identify discrepancies or opportunities for process improvement.
• Reconcile billing data between NetSuite, Salesforce, and internal systems.
• Validate usage data, billing logic, and usage-based charges.
• Maintain accurate customer, contract, and billing master data across systems.
• Provide documentation and support for internal audits and financial reporting needs.
• Work extensively with NetSuite SuiteBilling and ARM, Salesforce, and Excel/Sheets.
• Support enhancements to quote-to-cash workflows and system integrations.
• Take ownership of scheduled and off-cycle bill runs, including invoices for newly closed deals.