ITAD Administrative Operations Manager at Pavago

About the Role

• We are looking for a highly organized and systems-driven Administrative Operations Manager to own and improve the administrative infrastructure of a growing IT Asset Disposition (ITAD) organization.
• This is a manager-level role focused on building and maintaining the systems that keep operations running smoothly. These systems include client onboarding documentation, compliance tracking, invoicing workflows, freight documentation, vendor records, and HR administration.
• Rather than simply completing administrative tasks, this role is responsible for creating structure, improving processes, and ensuring documentation remains accurate and organized as the company grows.
• The ideal candidate is highly detail-oriented, proactive, and comfortable taking ownership of administrative systems in a remote environment.

Responsibilities
Administrative Systems & Process Ownership

• Own and manage the company’s administrative systems across multiple operational areas.
• Build and improve workflows that keep administrative processes organized and scalable.
• Identify gaps or inefficiencies in existing systems and implement better solutions.
• Maintain clear documentation standards across all administrative functions.

Client Administration & CRM Management

• Manage client onboarding documentation and ensure accurate handoff from sales to operations.
• Maintain organized client records and communication history within the CRM.
• Ensure all client documentation is complete, accurate, and properly stored.
• Improve processes related to client documentation and record keeping.

Compliance & Regulatory Documentation

• Maintain compliance documentation and track regulatory requirements.
• Monitor renewal timelines and ensure documentation stays current.
• Ensure records remain organized and audit-ready.
• Maintain structured documentation systems for regulatory accountability.

Accounting & Invoicing Administration

• Manage the administrative flow of invoices and billing documentation.
• Maintain records for invoices, purchase orders, and payment tracking.
• Ensure financial documentation is organized and accurate.
• Support accounting workflows through clear administrative processes.

Shipping & Freight Documentation

• Maintain documentation related to shipments and freight logistics.
• Track documents such as bills of lading, shipment logs, and carrier records.
• Ensure logistics documentation remains accurate and accessible.
• Maintain organized freight and shipping records.

Vendor Documentation & Records

• Maintain documentation for downstream vendors and service partners.
• Track vendor contracts, compliance documents, and insurance records.
• Ensure vendor files remain organized and audit-ready.

HR Administrative Support

• Maintain employee records and HR documentation.
• Support onboarding and offboarding administrative processes.
• Track employee documentation including PTO and benefits records.
• Maintain structured HR administrative systems.

What Makes You a Perfect Fit

• Strong systems thinker who enjoys building organized processes.
• Manager-level professional comfortable owning operational functions.
• Extremely detail-oriented with high documentation accuracy.
• Proactive problem solver who improves systems and workflows.
• Comfortable working independently in a remote environment.

Required Experience & Skills (Minimum)

• Experience in administrative operations management, operations coordination, or administrative leadership roles.
• Strong experience organizing and managing operational processes or systems.
• Excellent attention to detail and documentation accuracy.
• Strong written English communication skills.
• High level of digital organization and document management.
• Ability to manage multiple administrative workflows simultaneously.
• Reliable high-speed internet and professional remote work setup.

Ideal Experience & Skills

• Experience in operations-heavy or compliance-focused industries.
• Experience managing documentation systems across multiple departments.
• Familiarity with CRM systems and structured documentation environments.
• Experience supporting finance, logistics, compliance, or HR operations.

What Does a Typical Day Look Like?
An Administrative Operations Manager focuses on maintaining accurate administrative systems and supporting operational workflows. You will:

• Manage client onboarding documentation and CRM records.
• Track compliance and regulatory documentation.
• Maintain invoicing and financial documentation workflows.
• Organize freight and vendor documentation.
• Identify inefficiencies and improve administrative systems.
• Ensure all documentation remains accurate, organized, and scalable.
• In essence: you ensure the company’s administrative backbone stays organized, accurate, and scalable as the business grows.

Key Metrics for Success (KPIs)

• Accuracy and completeness of administrative documentation.
• Zero compliance or documentation errors.
• Timely processing of invoices, communication, and documentation updates.
• Well-organized vendor, freight, and regulatory records.
• Overall health and efficiency of administrative systems.