Operations and Administrative Assistant

Are you a highly organized and resourceful professional who enjoys keeping multiple areas of a business running smoothly? Do you have a strong eye for detail, a proactive mindset, and the ability to move comfortably between bookkeeping, customer support, recruitment, and administrative tasks? If you thrive in a dynamic environment and enjoy solving problems while supporting a growing portfolio of businesses, this opportunity may be for you.

BrandBuilding.com is seeking a proactive and dependable Operations and Administrative Assistant with a strong “can-do” attitude and excellent communication skills. In this role, you will provide essential back‑office support across a portfolio of e‑commerce and B2B service brands, helping ensure that financial records, customer requests, recruitment processes, and administrative workflows are handled accurately and efficiently.

Your Mission at BrandBuilding.com

As the Operations and Administrative Assistant, you will help support the operational backbone of BrandBuilding.com and its portfolio companies. Your primary objective will be to maintain accurate records, improve organizational efficiency, support customers and team members, and ensure that important tasks move forward without anything falling through the cracks.

You will work across several functions and collaborate with internal decision-makers, contractors, candidates, customers, vendors, and external partners. The ideal candidate is comfortable managing competing priorities, following established processes, identifying gaps, and taking ownership of tasks from start to finish.

1. Customer Experience

• Monitor and respond to customer support tickets relating to order status, shipping issues, returns, and product questions
• Manage customer inquiries through the support platform in use, such as Gorgias, or through designated customer service email accounts
• Process standard returns, exchanges, replacements, and refunds within documented policy limits
• Escalate non-standard requests, including large refunds, chargeback risks, negative-review threats, and recurring product defects
• Communicate with fulfillment partners, carriers, vendors, and internal team members to resolve customer issues
• Monitor product reviews and flag recurring complaints, shipping problems, or quality concerns to the appropriate team member
• Maintain response‑time expectations and track basic customer experience metrics, including ticket volume, response time, and resolution rate
• Ensure customer communication remains clear, professional, empathetic, and aligned with each brand’s voice

2. Recruitment and Onboarding

• Post open roles and manage candidate pipelines through LinkedIn and other hiring platforms
• Review incoming applications against role requirements and forward qualified candidates to the relevant decision‑makers
• Conduct initial screening calls with candidates to assess their experience, qualifications, communication skills, and overall fit for the role
• Maintain accurate candidate notes and recruitment records
• Schedule interviews and coordinate calendars between candidates and hiring decision‑makers
• Communicate with candidates throughout the hiring process and provide timely updates
• Manage onboarding logistics for new hires and contractors using BrandBuilding.com’s onboarding framework
• Create and distribute employment or contractor agreements using approved templates
• Coordinate account access, email setup, tool invitations, documentation, and onboarding checklist completion
• Maintain a clear recruitment pipeline tracker to ensure candidates move smoothly between stages and no follow‑ups are missed
• Monitor and organize administrative email accounts
• Draft, document, update, and maintain standard operating procedures
• Manage file organization and record‑keeping across multiple entities
• Support time‑tracking management, review, and reporting
• Prepare and send customer or client invoices
• Maintain internal trackers, checklists, and shared documents
• Follow up with internal and external stakeholders regarding outstanding tasks or documentation
• Assist with contractor, vendor, and operational coordination
• Complete general ad‑hoc administrative requests as business needs arise

What We’re Looking For

• Strong organizational skills and exceptional attention to detail
• Experience in administrative support, operations, bookkeeping, recruitment, customer service, or a similar cross‑functional role
• Basic understanding of bookkeeping principles, including reconciliations, accounts payable, accounts receivable, and general ledger entries
• Confidence communicating with customers, candidates, contractors, vendors, and internal stakeholders