Operations File Specialist

Position Summary

Are you highly detail-oriented, organized, and someone who naturally double-checks your work?

As an Operations File Specialist, you'll provide critical behind-the-scenes support to the Operations team by reviewing and processing documentation, tracking outstanding items, maintaining accurate records, and helping ensure important certification activities are completed correctly and on time.

This role is ideal for someone who enjoys structured, detail-focused work and is comfortable managing a high volume of tasks, emails, and deadlines. You'll work across multiple systems and collaborate with different members of the team to identify missing information, follow up on outstanding items, verify accuracy, and keep work moving through established processes.

You don't need previous experience with certification or ISO standards. We're looking for someone with strong administrative and computer skills, exceptional attention to detail, and the patience and curiosity to learn a specialized industry.

This is a full-time, fully remote, temp-to-hire opportunity with an anticipated four-month temporary period.

What You'll Do

• Review, process, and maintain certification-related files and documentation according to established procedures.

• Perform quality checks and cross-reference information to ensure records and documentation are accurate, complete, and consistent.

• Process nonconformity-related documentation and completed audit reviews.

• Manage assigned scheduling activities within the company's database.

• Monitor high-volume work queues and ensure assigned items are processed accurately and within required timelines.

• Track outstanding documentation, overdue items, and rejected audit reports and follow up as needed.

• Maintain weekly and bi-weekly tracking reports to help monitor deadlines and team performance.

• Monitor shared email queues and respond to or route requests appropriately.

• Enter, update, and maintain accurate information across company databases and systems.

• Assist with certificate processing and related documentation as needed.

• Gather information from multiple sources to complete reports, records, and other operational activities.

• Respond to questions and requests from internal teams, auditors, and other stakeholders.

• Help identify missing, inconsistent, or incomplete information and coordinate with the appropriate person or department to resolve it.

• Support established team performance goals and key performance indicators.

• Collaborate with team members across departments to keep certification activities moving efficiently.

• Provide additional administrative and operational support as priorities and business needs evolve.

What We're Looking For

• High school diploma or equivalent required.

• 2+ years of experience in administrative support, operations, customer service, document processing, data management, program support, or a similar office-based role.

• Experience managing a high volume of tasks, emails, requests, records, or workflow queues.

• Exceptional attention to detail with experience reviewing, cross-checking, verifying, or auditing information for accuracy.

• Strong organizational and time-management skills.

• Ability to prioritize work and meet deadlines in a fast-paced environment.

• Strong computer skills and the ability to learn and navigate multiple databases, systems, and technology platforms.

• Proficiency with Microsoft Office.

• Clear and professional written and verbal communication skills.

• Experience working collaboratively with different teams, departments, or stakeholders.

• Ability to work with a sense of urgency without sacrificing accuracy.

• Comfortable working independently in a remote environment while remaining connected to a collaborative team.

Preferred Qualifications

• Experience with document control, quality assurance, compliance, data verification, file review, or other accuracy-driven work.

• Experience working with databases, workflow management systems, CRM platforms, or similar business systems.

• Experience in a role involving deadline tracking, reporting, scheduling, or high-volume transaction processing.

• Previous exposure to quality, compliance, auditing, certification, or other process-driven environments is helpful but not required.

You'll Be Successful in This Role If You...

• Naturally notice small details and inconsistencies that others might overlook.

• Take pride in producing accurate, complete work.

• Enjoy reviewing information, cross-checking details, and making sure everything is where it should be.

• Can work through a large queue of tasks without becoming overwhelmed or losing accuracy.

• Are comfortable managing a busy inbox and keeping track of multiple follow-ups and deadlines.

• Stay organized and know how to prioritize when several things need attention at once.

• Take ownership of your work and follow through until an item is complete.

• Are adaptable and don't become easily flustered when priorities or processes change.

• Enjoy collaborating with others and aren't afraid to ask questions when something doesn't look right.

• Are patient with the learning process and interested in developing expertise in a specialized industry.

• Can maintain a sense of urgency while still taking the time to get the details right.

Position Details

Schedule: Monday–Friday, 8:30 AM–5:00 PM Eastern Time
Location: Fully Remote
Compensation: $50,000 annually / equivalent hourly rate
Employment Type: Full-Time, Temp-to-Hire
Temporary Period: Approximately 4 months, with the intention of conversion to permanent employment
Classification: Non-Exempt / Hourly
Equipment: Company equipment and hardware provided

Why Join Us?

You'll join an established, collaborative team where accuracy, organization, and follow-through directly contribute to the quality of the client experience. Because certification is a specialized industry, we don't expect you to know everything on day one. Training is provided, and it can take time to become fully comfortable with the processes, terminology, and systems involved.

This is an excellent opportunity for someone who enjoys detail-oriented work and is looking for a long-term role where they can build specialized knowledge, contribute to a supportive team, and become a trusted part of an important operational process.

Equal Employment Opportunity Statement

This organization is committed to providing equal employment opportunities to all individuals regardless of race, color, ancestry, religion, sex, gender identity, sexual orientation, marital status, age, national origin, disability, pregnancy, childbirth or related medical conditions. All employment decisions, including recruitment, hiring, promotions, compensation, and terminations, are made without bias.