Operations Coordinator

Role overview

Happy Books Solutions is hiring an Operations Coordinator to help bring structure, clarity, and steady follow-through to a growing bookkeeping and advisory business. The role is best suited to someone who enjoys turning rough ideas, scattered notes, and incomplete processes into organized systems that people can actually use.

This position sits at the intersection of administrative support, systems improvement, and project coordination. You will work directly with the CEO to convert direction and ideas into documented workflows, SOPs, templates, and actionable next steps. The team values practical thinking, clear communication, and a hands-on approach over polished corporate formality.

About the company

Happy Books Solutions provides bookkeeping and advisory services for interior designers. The firm helps design businesses stay accurate in their books, understand their numbers, and make better financial decisions with confidence.

The bookkeeping needs in this niche are more complex than standard bookkeeping. Clients often deal with project-based work, retainers, product purchasing, sales tax considerations, and questions around profitability. The business is currently focused on improving workflows, strengthening documentation, streamlining client portal processes, and reducing bottlenecks for the founder.

What the role is meant to do

The main goal of this position is to take the founder’s ideas and direction and turn them into organized projects, repeatable systems, SOPs, and dependable follow-through. In addition to that structure-building work, you will handle recurring administrative and operational tasks that keep the business moving.

Position details

• Remote role
• Part-time W-2 employee position
• Expected workload starts at 5–10 hours per week, with room to increase as the business and role expand
• Flexible schedule, with some overlap during standard business hours for communication and timely follow-up
• Pay range is $28–$35 per hour

Working style and environment

This is an async-friendly remote role on a small team that is still building out its internal structure. Some processes already exist, some are only partially documented, and others still live in the founder’s head. You should be comfortable working in ambiguity while helping create stronger systems over time.

Responsibilities

• Keep the team inbox organized by sorting messages, drafting replies, following up, assigning items, or escalating when needed
• Support client onboarding and offboarding through setup tasks, checklists, templates, and coordination
• Handle recurring internal and client-related administrative work, including uploading reports, organizing client records, and tracking follow-ups
• Create, format, and maintain SOPs, templates, checklists, and internal documentation in Notion and other tools
• Turn Loom walkthroughs, rough notes, and informal process explanations into clear written documentation
• Organize internal Notion pages, resources, templates, and checklists so the team can navigate them easily
• Learn and support workflows inside the company’s client portal software
• Break operational projects into action steps, deadlines, and follow-up items
• Track progress on operations work and keep the founder informed about open decisions or competing priorities
• Assign tasks to the right team members when ownership is clear
• Document decisions and action items to support internal communication
• Spot gaps, outdated processes, or confusing systems and suggest practical improvements
• Research tools, automations, software, or templates that could improve efficiency or profitability
• Assist with testing and implementing approved systems, workflows, and tools, including related documentation or training materials
• Use sound judgment when improving processes and making recommendations
• Take on other related tasks as the role evolves

Requirements

• Strong ability to impose order on messy, incomplete, or changing processes
• Comfort with both administrative work and larger implementation projects
• Highly organized while still remaining flexible and practical
• Strong written communication skills
• Dependable follow-through
• Able to work independently without needing every step laid out
• Knows when to ask clarifying questions and when to offer a recommendation
• Comfortable handling sensitive client and business information
• Willing to learn enough about bookkeeping and accounting to build useful workflows around it
• Comfortable in a scrappy, hands-on small business environment
• Open to doing administrative work even if the role grows far beyond that over time
• 2+ years of experience in operations, administration, project coordination, executive support, practice support, or a similar role
• Experience managing multiple moving parts, deadlines, and recurring tasks
• Experience building or maintaining internal systems, workflows, or SOPs
• Experience working with small businesses and remote teams preferred
• Experience in bookkeeping, accounting, or finance preferred
• Reliable computer and high-speed internet
• Quiet, professional workspace suitable for remote work and occasional video meetings
• Ability to use cloud-based tools, email, video conferencing, client portals, and documentation or project management software
• Willingness to follow data security and confidentiality practices
• No specific degree is required, though education or training in business, operations, administration, project management, bookkeeping, accounting, or a related field is a plus

Non-negotiables

• You must be able to create order from processes that are messy, incomplete, or still evolving
• You should be comfortable handling straightforward administrative work without resentment
• You need to rely on judgment rather than only checking boxes
• You must be able to move work forward independently
• You should avoid making major changes without understanding the context first
• You need to communicate clearly and follow through consistently
• You must be comfortable working in a business that is still developing its internal structure

What the role is not

This position is not a fit for someone who needs a highly polished corporate environment with every process already mapped out. It is also not suited to someone who wants strategy without execution, or ownership without attention to details. The ideal candidate is practical, steady, thoughtful, and hands-on.

Nice-to-have experience

• Experience using Notion
• Experience with Double or another client portal platform
• Experience in bookkeeping, accounting, or finance
• Familiarity with QuickBooks Online (QBO)
• Experience with shared inbox tools such as Missive
• Experience with project management tools such as Asana
• Experience creating SOPs, templates, internal documentation, or workflow libraries
• Experience supporting client onboarding and offboarding
• Experience improving messy processes or implementing new systems
• Comfort using Loom or similar screen-recording tools
• Comfort using AI tools thoughtfully to draft, summarize, organize, or refine documentation

Growth opportunity

This role is expected to grow over time. The right person may begin by owning operational follow-through and administrative coordination, then gradually take on deeper systems management, workflow improvement, and broader operations leadership as the business expands. Advancement is based on ownership, not tenure.

Perks

• Fully remote work
• Flexible schedule
• Potential for increased hours and responsibility over time
• Chance to help build systems from the ground up
• Practical, low-corporate work environment
• Family-friendly culture
• Variety of work across administration, systems, and project implementation
• Async-friendly communication style
• Part-time benefits may be limited at first

Application instructions

Applicants should email their resume to the company, include a 2–3 minute video introducing themselves, describing their background, and explaining why they are a strong fit, and use the exact subject line phrase: I'm a Rockstar. Applications that do not include every required step or the exact subject line will not be reviewed.

Additional notes

The team is looking for someone who can bring calm structure to a business that is still figuring some things out in real time. The ideal candidate will be thoughtful, practical, reliable, proactive, and able to build systems that people will actually use.