Operation Manager at Xverse

Job Description

Key Responsibilities

• Collaborate closely with the CEO to oversee and manage all operational aspects of the company, including human resources, financial planning, vendor relationships, and administrative functions.
• Coordinate with external service providers such as accountants, legal consultants, and professional firms to ensure adherence to legal standards, timely completion of deliverables, and effective communication across all parties.
• Handle payroll processing with precision, ensuring accurate and timely salary disbursements to employees, while also managing employee benefits programs and HR-related administrative workflows.
• Oversee vendor management by cultivating strong relationships with suppliers, negotiating favorable contracts, and ensuring prompt payment processing to maintain operational continuity.
• Assist with general administrative duties, including organizing executive meetings, managing calendars, coordinating business travel, and handling internal and external correspondence with professionalism.
• Ensure strict compliance with legal and regulatory requirements by working collaboratively with the CEO to develop, implement, and monitor necessary policies and procedures.
• Contribute to the continuous improvement of operational processes by identifying inefficiencies, proposing innovative solutions, and executing process enhancements to drive productivity.
• Maintain comprehensive and accurate records of financial transactions, contracts, HR documents, and other organizational materials to support transparency and accountability.
• Exercise discretion and maintain confidentiality when handling sensitive information, particularly in HR matters involving employee data and internal communications.
• Support the CEO in executing ad hoc tasks and special projects as required, demonstrating flexibility and adaptability to meet evolving business needs.

Job Requirements

• Proven experience in operational management, preferably with a background in HR, finance, or administrative support roles.
• Strong organizational skills with the ability to manage multiple priorities simultaneously in a fast-paced environment.
• Excellent communication abilities, including written and verbal proficiency, to interact effectively with internal teams and external partners.
• Proficiency in payroll systems and HR software, with a demonstrated ability to maintain accuracy in financial and administrative processes.
• Ability to interpret and apply legal and regulatory frameworks to ensure compliance across all company operations.
• Intermediate to advanced knowledge of contract management and vendor relationship strategies.
• Attention to detail with a commitment to maintaining high-quality documentation and record-keeping practices.
• Discretion and ethical judgment to handle confidential information responsibly, particularly in HR-related contexts.
• Flexibility to adapt to changing priorities and support the CEO in diverse projects requiring creative problem-solving.
• Proficiency in Microsoft Office Suite and other administrative tools to manage day-to-day tasks efficiently.
• Ability to work independently while maintaining open communication with senior leadership to ensure alignment with strategic objectives.
• Strong analytical skills to evaluate operational data and identify opportunities for process improvement and cost optimization.
• Excellent time management capabilities to meet deadlines for payroll, compliance, and administrative deliverables.
• Ability to build and maintain positive relationships with external service providers and internal stakeholders.
• Knowledge of business continuity planning and risk management practices to ensure smooth operations during challenges.