Itad Administrative Operations Manager

### **ITAD Administrative Operations Manager – Remote | U.S. Hours** **Position Type:** Full-Time, Remote **Working Hours:** U.S. Business Hours ### **About the Role** At [Pavago](https://himalayas.app/companies/pavago), one of our clients is hiring an **ITAD Administrative Operations Manager** to own, organize, and improve the administrative infrastructure supporting a growing **IT Asset Disposition (ITAD)** organization. This is a **manager-level operations role**, not a traditional administrative assistant position. ### You’ll take ownership of systems across: * Client onboarding and CRM administration * Compliance and regulatory documentation * Invoicing and billing workflows * Shipping and freight records * Vendor documentation * HR administration * Process improvement and documentation The focus is not simply completing administrative tasks. You’ll be responsible for **building structure, improving workflows, maintaining accuracy, and creating scalable administrative systems** as the organization grows. If you’re highly organized, systems-driven, and experienced in managing documentation-heavy operational environments, this role is a strong fit. ### **What You’ll Own** ### **Administrative Systems & Process Management** * Own administrative systems across multiple operational functions * Build and improve structured, repeatable workflows * Identify administrative gaps, bottlenecks, and inefficiencies * Implement processes that improve: * Accuracy * Organization * Visibility * Scalability * Establish and maintain clear documentation standards * Ensure critical administrative tasks and records remain organized and current ### **Client Administration & CRM Management** * Manage client onboarding documentation * Ensure accurate handoffs from sales to operations * Maintain organized client records and communication history within the CRM * Verify that required client documentation is: * Complete * Accurate * Current * Properly stored * Improve client documentation and record-keeping processes ### **Compliance & Regulatory Documentation** * Maintain compliance and regulatory documentation * Track renewal dates and documentation requirements * Proactively follow up on upcoming expirations or missing records * Keep compliance files organized and audit-ready * Maintain structured systems that support regulatory accountability * Reduce compliance risk through accurate documentation and follow-through ### **Accounting & Invoicing Administration** * Manage administrative workflows supporting invoicing and billing * Maintain organized records for: * Invoices * Purchase orders * Payment tracking * Supporting financial documentation * Ensure billing documentation is complete and accurate * Support accounting teams through reliable administrative processes * Maintain clear visibility into documentation and processing status ### **Shipping & Freight Documentation** * Maintain administrative records related to shipping and freight operations * Organize and track: * Bills of lading * Shipment logs * Carrier records * Supporting freight documentation * Ensure shipping records remain accurate and accessible * Maintain consistent documentation standards across logistics workflows ### **Vendor Records & Documentation** * Maintain records for downstream vendors and service partners * Track: * Vendor contracts * Compliance documents * Insurance records * Supporting documentation * Monitor missing or expiring documentation * Keep vendor files organized and audit-ready ### **HR Administrative Support** * Maintain organized employee records and HR documentation * Support administrative workflows for: * Employee onboarding * Offboarding * PTO * Benefits records * Ensure employee documentation remains accurate and accessible * Maintain structured HR administrative systems and records ### **What Makes You a Strong Fit** ### You: * Think in **systems and processes**, not just individual tasks * Naturally create structure in complex operational environments * Are comfortable owning multiple administrative functions * Have exceptional attention to detail * Notice missing, inaccurate, or inconsistent information quickly * Proactively improve inefficient workflows * Take ownership without requiring constant supervision * Can manage multiple documentation-heavy workflows simultaneously * Are comfortable operating independently in a remote environment ### **Requirements** ### **Must-Have** * Experience in: * Administrative Operations Management * Operations Coordination * Administrative Leadership * Similar operations-focused roles * Strong experience managing operational processes and administrative systems * Excellent attention to detail and documentation accuracy * Strong written English communication skills * Excellent digital organization and document-management skills * Ability to manage multiple operational workflows simultaneously * Strong ownership and independent problem-solving ability * Reliable high-speed internet and professional remote work setup * Availability during U.S. business hours ### **Nice to Have** * Experience in **IT Asset Disposition (ITAD)** * Experience in compliance-heavy or operations-intensive industries * Experience managing documentation across multiple departments * Familiarity with CRM systems and structured record-management environments * Experience supporting: * Finance and accounting * Logistics and freight * Compliance * HR operations * Experience maintaining audit-ready documentation * Background improving or standardizing administrative SOPs and workflows ### **What a Typical Day Looks Like** ### You may: * Review client onboarding documentation and update CRM records * Track compliance requirements and upcoming renewals * Review invoicing and billing documentation * Organize freight and shipment records * Verify vendor contracts, insurance, and compliance documents * Maintain employee and HR administrative records * Identify missing or inconsistent information * Follow up with stakeholders on outstanding documentation * Improve workflows and documentation standards * Ensure administrative systems remain organized and audit-ready **In short:** you own the administrative backbone of the organization, ensuring its systems remain accurate, organized, compliant, and scalable as the business grows. ### **Key Metrics for Success** * Accuracy and completeness of administrative documentation * Zero critical compliance or documentation errors * Timely processing of invoices and documentation updates * Complete and audit-ready compliance records * Organized vendor and freight documentation * Accurate client and CRM records * Efficient onboarding and administrative workflows * Continuous improvement of operational systems * Leadership confidence in administrative execution ### **Why This Role Stands Out** * Manager-level ownership of critical administrative operations * Direct impact on how the organization scales * Exposure across: * ITAD operations * Compliance * Finance * Logistics * Vendor management * HR administration * Opportunity to build and improve systems rather than simply maintain them * High-trust, fully remote environment * Strong opportunity for long-term growth into: * Senior Operations Manager * Business Operations Manager * Compliance Operations * Director of Operations ### **Interview Process** 1. Initial Phone Screen 2. Video Interview with [Pavago](https://himalayas.app/companies/pavago) Recruiter 3. Practical Assessment – Administrative Systems Scenario 4. Client Interview 5. Offer & Onboarding ### **Apply Now** ### If you: * Have experience owning administrative or operational systems * Excel in documentation-heavy environments * Enjoy creating structure and improving processes * Can manage multiple workflows with exceptional accuracy * Take ownership and proactively solve operational problems ### We’d love to hear from you. Apply today and help build the administrative systems that keep a growing ITAD organization organized, compliant, and scalable. ### **Important: Spark Hire Video Interview** As part of our application process, qualified candidates will be invited to complete a **one-way video interview through Spark Hire**. This is your opportunity to introduce yourself and highlight your experience with **administrative operations, process improvement, documentation management, compliance workflows, and cross-functional operational support**. Please complete your Spark Hire interview promptly after receiving the invitation. **Candidates who do not complete the video interview may not move forward in the hiring process.** **#OperationsManager #AdministrativeOperations #ITAD #Operations #Compliance #ProcessImprovement #CRM #DocumentManagement #BusinessOperations #RemoteOperations #RemoteJobs** Originally posted on [Himalayas](https://himalayas.app)