Operations Assistant

Job OpeningOperations Assistant - Job Description

Cirrus Identity is seeking a full-time Operations Assistant to work closely with the CEO and other team members on day-to-day operations. The focus will be on financial, business operations, customer management and sales support.

Cirrus Identity is a Software as a Service company that provides cloud-hosted identity management solutions primarily to Higher Education. The company is driven by a small team of full-time employees, an several part-time contractors and specialized consulting agencies. We are based in the San Francisco Bay Area, with an office in Oakland, and most of our staff work remotely. Most of us are on Pacific time, and many of our customers are on the East Coast. We collaborate closely via Slack, email, Zoom, Google meet and other collaboration tools. Typically, we hold an annual in-person retreat when budget and external factors permit.

Our solutions enable collaboration and streamlined access for students, faculty, staff, applicants, alumni, researchers, continuing education students, parents/guardians, and many other end users across Higher Ed. Our goal is to build our customer base and our solution set so that we can expand our ability to connect people to online resources and communities around the world.

Our team is smart, creative, and fun!

Responsibilities:

Manage Customer Renewals:

• Communicate with customers
• Manage all renewal orders and other paperwork (and keep things current and organized in our GDrive repository)
• Generate necessary estimates and invoices in Quickbooks online
• Track progress of renewal process in our CRM, Hubspot
• Send reminders, ensure payment is made

New Customer Onboarding

• Create new customers in Quickbooks per standard procedure
• Update customer information in Hubspot upon onboarding and over time
• Complete supplier onboarding documents

Invoice management

• Ensure all customer invoices are complete and filed
• Track invoice payment and send reminders when necessary

Assistance with operating budget:

• Update contract summary spreadsheet with new invoices
• Conduct monthly categorization of expenses in Excel
• Assist with generating monthly expense reports
• Assist with maintaining annual operations budget
• Assist with developing budget forecasts

Business Operations

• Assist with submitting paperwork for compliance with customers, taxing agencies and vendor partners
• Assist with scheduling meetings and events
• Assist with travel arrangements for staff
• Manage rental agreements and other agreements that support Cirrus business operations

Event Planning

• Work with CEO and Marketing staff to help plan and coordinate events (customer user group meetings, conference activities, site visits, etc)
• Work with other vendors to secure space for events, order supplies for events, arrange necessary shipping, etc.

Ideally, the candidate will have previous experience with:

• Basic bookkeeping, accounts payable and receivable, (including experience with QB Online)
• Very experienced with standard business software - MSOffice suite (especially Excel), GoogleSuite (especially Google Sheets)
• Managing communication with customers and vendors

Required skills include:

• Excellent communication (written and verbal)
• High level of emotional intelligence and exceptional customer service skills
• Outstanding attention to detail
• Ability to work independently
• Ability to work collaboratively with a team

Preferred:

• Experience developing and documenting business processes
• An interest in contributing to business process improvement
• Located in Pacific time zone

Work schedule will be roughly 9:00-5:00 pacific. We don’t anticipate significant overtime requirements. This position could be full-time remote, but if you live in the San Francisco Bay Area, we may ask that you work on site 2-3 days per week.

Cirrus Identity is an equal opportunity employer. You can learn more about who we are, what we do, and the customers we serve, at https://cirrusidentity.com.

Compensation is $65,000 per year, plus employee medical, dental, and vision insurance (for now, we cannot cover dependent insurance, but we may be able to offer partial coverage in the future)

If you are interested, please submit a cover letter and resume to: staffing@cirrusidentity.com.