Operations Coordinator at VirtueStaff

Panama City, Panamá Province, Panama -

Full Time

Start Date

Immediate

Expiry Date

26 Jun, 26

Salary

0.0

Posted On

28 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Microsoft 365, Excel, PowerPoint, AI Tools, Data Analysis, Meeting Governance, SOP Documentation, Performance Metrics Tracking, Ticketing Systems, Process Auditing, Workload Distribution, Cross-Training, Communication, Influence, HappyFox, Financial Processes

Industry

Staffing and Recruiting

Description

VirtueStaff is seeking a highly organized and proactive Operations Coordinator to drive efficiency within the departmental leadership team for our client. This role is the "connective tissue" of the department, responsible for managing meeting governance, documenting complex workflows (SOPs), and tracking critical performance metrics. You will act as a strategic liaison, ensuring that action items are met, team capacity is balanced, and cross-departmental communication remains seamless. The ideal candidate is a master of Microsoft 365 and is highly comfortable leveraging AI tools to accelerate documentation and data analysis. Responsibilities Departmental Governance: Manage the departmental calendar, attend key leadership meetings to capture "Who, What, and When" action items, and proactively track those items to ensure deadlines are met Process Documentation & Auditing: Collaborate with Subject Matter Experts to draft and maintain a searchable digital library of SOPs for AP, AR, Treasury, and Payroll, conducting quarterly audits to ensure accuracy Performance Reporting: Aggregate weekly/monthly KPIs such as Days Sales Outstanding and error rates, and create "Departmental Health" slide decks for leadership Ticketing Oversight: Monitor the HappyFox ticketing system to ensure SLAs are met, tickets are assigned correctly, and aging items are escalated Capacity & Strategy Tracking: Maintain a team "Heat Map" for workload distribution, coordinate cross-training to eliminate single points of failure, and monitor progress toward strategic "Rocks" or initiatives Inter-Departmental Liaison: Serve as a bridge between Accounting and Pre-Construction/Operations to facilitate smooth data hand-offs and maintain high-quality internal relationships Technical Mastery: Advanced proficiency in the Microsoft 365 suite, with a specific emphasis on Excel for data reporting and PowerPoint for executive presentations AI Fluency: High level of comfort utilizing AI tools (e.g., ChatGPT, Copilot) to summarize notes, draft correspondence, and analyze data patterns Industry Experience: Previous experience in a General Contracting or Construction environment is highly preferred Communication & Influence: Exceptional written and verbal communication skills, with a proven ability to influence others to meet deadlines without having direct authority over them Systems Experience: Familiarity with ticketing systems (specifically HappyFox) and departmental financial processes (AP, AR, Payroll) is a significant plus Work From Home Performance Bonus

Responsibilities

This role coordinates departmental governance by managing meetings, capturing action items, and tracking critical performance metrics like DSO and error rates. Responsibilities also include documenting complex workflows (SOPs) for various financial functions and overseeing ticketing system compliance.