Role Description Our client is seeking a highly organized and detail-oriented Operations & Scheduling Coordinator to support their fast-paced Production Department. In this role, you will ensure construction projects are “production-ready” by coordinating schedules, reviewing job files, and communicating logistics with clients, crews, and vendors. Your ability to proactively identify issues and maintain a fluid schedule is critical to the success of their operations. - Project Readiness Review: Evaluate each job using our “Vet for Production” checklist to confirm all materials, approvals, and documentation are in place. - Scheduling Coordination: Arrange project start dates with clients, field crews, and delivery vendors, ensuring smooth and timely execution. - Logistics Management: Communicate site prep requirements, delivery windows, material drop details, and access instructions to all stakeholders. - Status Tracking: Update job statuses and detailed notes in the CRM, ensuring the team is always up to date on project progress. - Issue Flagging: Promptly alert the team of any job delays caused by missing materials, pending approvals, weather, or other external factors. Qualifications - Minimum 1 year of experience in project coordination, scheduling, or administrative roles, preferably in U.S.-based construction, insurance, or service industries. - Proven experience managing multiple projects and coordinating schedules across diverse teams. - Strong communication skills with the ability to liaise professionally with clients, vendors, and internal teams. - Proficient in task management tools, spreadsheets, and Google Calendar. - Adept at prioritizing tasks and working independently in a remote environment. - Familiarity with construction or insurance-based project workflows. - Experience using CRM systems and vetting documentation for operational readiness. Requirements - Must be proficient in speaking and writing English very clearly. - Must have relevant work experience. - Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]. - Must be available for video meetings with your camera on (when needed). Technical Requirements - Device: Reliable laptop or desktop computer. - Internet: High-speed connection (minimum 10 Mbps). - Audio: Noise-canceling headset. - Video: Webcam for virtual meetings. - Workspace: Quiet, professional environment. Benefits - Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication. - Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks. - HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients. - Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention. - Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule. - Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client. - Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best. - Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

Role Description Prime System Solutions is seeking a highly experienced General Manager - Operations to lead and oversee our operational activities. This leadership role is pivotal in driving efficiency, enhancing process excellence, and ensuring the seamless delivery of services across the organization. As the General Manager - Operations, you will be responsible for strategic planning, operational management, and team leadership to achieve business objectives and foster sustainable growth. You will work closely with cross-functional teams to optimize workflows and implement best practices. - Lead and manage day-to-day operations, ensuring efficiency, productivity, and quality across all departments. - Develop and implement operational strategies, policies, and procedures aligned with company goals. - Oversee resource allocation, budgeting, and financial performance to maximize profitability. - Drive continuous improvement initiatives to streamline processes and enhance service delivery. - Collaborate with senior leadership to set objectives, monitor progress, and deliver operational reports. - Foster a positive and high-performance team culture through effective leadership, motivation, and development. - Ensure compliance with legal, regulatory, and company standards. - Identify operational risks and implement mitigation strategies. Qualifications - Bachelor’s degree in Business Administration, Operations Management, or a related field; MBA preferred. - Strong strategic thinking, problem-solving, and decision-making skills. - Excellent interpersonal and communication skills with the ability to lead diverse teams. - Proficiency in operational tools, CRM systems, and performance analytics. - Ability to work collaboratively across departments and with senior management. - Results-oriented with strong organizational and project management capabilities.

Role Description We are hiring a highly detail-oriented, process-minded Client Operations Coordinator to be the connective tissue across Howard's client teams. This role sits at the intersection of client onboarding coordination, systems access, quality assurance, and billing operations. It is the seat that makes sure nothing drops between sales, controllers, IT, and the client. The ideal candidate is systematic, uncompromising on details, comfortable chasing down missing items, and able to perform high-frequency operational work without loss of accuracy or enthusiasm. This is an execution-first role for someone who enjoys structure, accountability, and maintaining control over complex workflows across multiple systems. This role reports into Business Operations and works closely with Controllers, IT, the People Team, and the founders. Qualifications - Extreme attention to detail and accuracy; errors bother you and you enjoy fixing them - Strong organizational and time management skills; comfortable auditing and operating across multiple systems in volume - Generalist mindset; not afraid of anything that comes across the desk, picks it up, figures it out, and closes the loop - Strong communication skills with the ability to chase, follow up, and hold others accountable - Familiarity with operational systems and task management tools - Comfortable escalating when needed and being direct when chasing missing work - No fear of being the "bad cop" when required - Bias toward follow-through, ownership, and closure Requirements - Run point on new client onboarding from contract signature to fully-operational engagement - Coordinate setup across client accounting systems, expense management platforms, and payment processors for new client entities, including joining live onboarding calls with clients and vendor account teams - Maintain the onboarding checklist and timeline; chase open items across IT, controllers, and the client until each engagement is fully live - Document onboarding playbooks and keep them current as our process evolves - Provision and manage controller access to Ramp across client entities; resolve access issues independently - Coordinate QBO / ERP entity setup and access for controllers as new engagements come online - Triage low-level client facing system tickets - Conduct daily audits across Howard's core systems including the Practice Management Solution (workstreams + tasks), Notion (SOPs + onboarding documentation), and FloQast (close calendars + reconciliations) - Validate that weekly, monthly, and quarterly deliverables are completed on time and at quality for each assigned client - Identify gaps in execution, missing tasks, overdue items, bottlenecks, and SLA breaches - Chase responsible team members for missing work product or overdue tasks, documenting status until resolved - Escalate persistent non-compliance issues to the applicable Director or VP of Business Operations with supporting context and detail - Maintain an auditable record of findings, follow-ups, escalations, and resolutions - Document workflows end-to-end across onboarding, systems access, and client servicing - Surface and standardize undocumented one-off arrangements that exist across the client base - Track patterns and systemic breakdowns to inform improvements to systems, SOPs, training, and workflows - Hold the organization accountable to a culture of "done means done," consistency, and zero dropped balls - Issue recurring client invoices and monitor payment status - Flag failed payments or billing exceptions and route to the appropriate owner Benefits - Be part of a high-growth company scaling operational infrastructure in real time - Influence the quality and reliability of execution across client accounts - Work with a team that values accuracy, accountability, and ownership - Clear lane, clear expectations, clear output Pluses - Hands-on experience with Ramp (entity setup, access provisioning, onboarding) is a significant plus - Experience with QBO, Stripe, FloQast, or Notion in an operational capacity - Background in client onboarding, project coordination, or operations at a professional services firm

Role Description The Associate Operational Excellence Director leverages expertise and knowledge to plan and manage initiatives and activities designed to lead teams through change management. The Associate Director develops and implements processes, standards or operational plans with the goal of operational excellence across the business collaborating across a group of diverse stakeholders. - Lead the planning, execution, and delivery of enterprise initiatives and cross-functional programs from initiation through close-out. - Define project scope, objectives, deliverables, timelines, and success metrics in alignment with organizational priorities. - Manage project risks, dependencies, and issues, escalating as appropriate to ensure successful outcomes. - Apply structured project and program management methodologies to ensure consistent, predictable delivery. - Support the vision of and commitment to continuous improvement in operational excellence across all activities. - Translate enterprise and functional strategies into actionable plans and roadmaps for enterprise initiatives. - Support execution of transformation, process improvement, and operational effectiveness programs. - Identify opportunities to improve efficiency, quality, scalability, and consistency across the organization. - Ensure enterprise initiatives are aligned with governance requirements, quality standards, and regulatory expectations. - Lead the evaluation of business processes and workflows to identify opportunities for improvement or automation. - Lead stakeholders in root-cause problem-solving techniques to identify core process challenges. - Lead the development of recommendations for process improvement, leveraging subject matter experts for critical input. - Partner with cross functional leadership to prioritize improvement opportunities and support strategic initiatives. - Identify, develop and execute strategies for on-going and sustained improvement in operational functions, including identification of tools, systems, staffing or other resources, procedures, and communication. - Partner on the design and implementation of new business processes with organizational context and priorities in mind. - Lead organizational change management to ensure adoption and sustainability of process changes. - Lead internal communication to effectively update stakeholders on progress, performance, key issues, and blockers that may impact business attainment or critical program and project completion. - Identify operational risks and lead implementation of mitigation plans. - Ensure or lead the documentation of business process. - Establish key performance metrics and dashboards for monitoring operational performance. - Monitor, measure, and analyze the effectiveness of new initiatives and processes, making adjustments as needed. - Develop and monitor key performance indicators (KPIs) to track progress and drive decision-making. - Monitor adoption of process, system and organizational changes to ensure long-term and sustained adoption. Qualifications - Minimum Required: Bachelor’s degree (or its international equivalent) + 12 years of related experience. - Other Required: Experience in CRO/pharmaceutical/biotechnology drug development or demonstrated competency in the key areas of the role. - Strong drug development experience with understanding of other functions relevant to the position. Skills - Excellent written and oral communication skills. - Strong strategic and analytical thinking. - Ability to prioritize critical needs. - Strong clinical operations and drug development experience. - Strong computer skills, specifically with MS Word, Excel, PowerPoint, and with web/data-based platforms. Competencies - Exhibits high self-motivation and is able to work and plan independently as well as in a team environment. - Exceptional analytical and problem-solving skills. Proficiency in data analysis and performance metrics. - Highly organized with excellent presentation, oral and written communication skills. - Strong interpersonal and client-facing skills and a proven ability to contribute to a team environment. - Proven ability to effectively influence, negotiate and manage conflict. - Strong sense of ownership and pride in quality of outputs. - Ability to multitask tight timelines prioritizing workload and maintaining high quality standards. - Flexible attitude with respect to work assignments, new learning opportunities, and ability to thrive in a fast-paced dynamic environment. Benefits - Discretionary annual bonus. - Health insurance. - Retirement savings benefits. - Life insurance and disability benefits. - Parental leave. - Paid time off for sick leave and vacation.