Job Title: Operations Specialist
Position Type: Full-Time, Remote
Working Hours: US Hours
About the Role:
At Pavago, One of Our client is seeking an Operations Specialist to manage and execute day-to-day workforce operations on a live scheduling platform. This role sits at the core of the business and is responsible for ensuring shifts are filled, workers are activated, and clients experience seamless execution.
This is not a traditional admin or support role. You will oversee the full shift lifecycle from onboarding professionals to handling real-time attendance issues and last-minute changes. The Operations Specialist plays a critical role in maintaining service quality, reliability, and trust between HireApp, its clients, and its workforce.
Responsibilities
Shift Fulfillment & Coordination:
- Own and manage the end-to-end shift fulfillment process.
- Respond quickly to incoming client shift requests and ensure timely coverage.
- Assign professionals to shifts and confirm availability and attendance.
Workforce Onboarding & Management:
- Onboard and activate professionals on the HireApp platform.
- Maintain consistent communication to build engagement and long-term reliability.
Live Operations & Issue Resolution:
- Monitor attendance, track clock-ins, and follow up on late arrivals or no-shows.
- Handle last-minute changes, cancellations, and emergencies by securing replacements.
- Communicate with on-site managers to resolve operational issues in real time.
Systems & Process Improvement:
- Keep internal systems, trackers, and documentation accurate and up to date.
- Identify recurring issues and recommend workflow improvements to enhance efficiency.
What Makes You a Perfect Fit:
- Highly organized and comfortable managing multiple live priorities.
- Proactive and ownership-driven — you act before issues escalate.
- Calm under pressure and effective in fast-changing environments.
- Strong communicator who can coordinate confidently with clients and workers.
- Solutions-oriented mindset with a focus on operational excellence.
Required Experience & Skills:
- 2+ years of experience in operations, staffing, or workforce coordination roles.
- Fluency in English (spoken and written) with a neutral or modest accent.
- Strong communication and stakeholder management skills.
- Exceptional organizational and time-management abilities.
- Proficiency using digital platforms, internal systems, and operational tools.
- Reliable computer setup and stable internet connection.
Ideal Experience & Skills:
- Experience working in staffing platforms, marketplaces, or high-growth startups.
- Background in shift-based or on-demand workforce environments.
- Experience monitoring attendance, clock-ins, and operational KPIs.
- Ability to suggest and implement process improvements.
What Does a Typical Day Look Like?
An Operations Specialist’s day is focused on keeping live operations running smoothly. You will:
- Review new shift requests and ensure coverage is secured.
- Communicate with professionals to confirm assignments and attendance.
- Monitor live shifts and follow up on late arrivals or no-shows.
- Resolve last-minute changes and coordinate replacements when needed.
- Stay in close contact with clients and on-site managers.
- Update internal systems and document outcomes.
- Identify inefficiencies and suggest operational improvements.
In essence: you are the backbone of daily execution, ensuring every shift is filled and every client is supported.
Key Metrics for Success(KPIs):
- Shift fill rate and time-to-fill
- Attendance and no-show reduction
- Response time to client requests
- Accuracy and completeness of system documentation
- Resolution time for operational issues
- Client satisfaction and workforce reliability
Interview Process:
- Initial Phone Screen
- Video Interview with Pavago Recruiter
- Scenario-Based Operations Interview
- Client Interview
- Offer & Background Verification
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