Operations Specialist, Matic

• Track record of streamlining programs in the domains of HR, Legal & Compliance, Finance, or Operations
• High attention to detail - you find your zen in the minutiae
• An innate capacity to 'figure it out' by facing new, unknown tasks with resourcefulness and resolve
• Strong written and verbal communication, and ability to drive cross-functional projects with both technical and non-technical partners
• Comfort in a fast-paced startup atmosphere -- you don’t shy away from the hard work or ambiguity
• High level of maturity, ownership, and pride in your work

Desirable

• We're hiring an Operations Specialist who will play a vital role in supporting internal operations across HR, legal, finance, procurement, IT, and facilities.
• As we prepare to scale beyond our current team of ~50, this position will be responsible for maintaining the operational backbone that drives efficiency, compliance, and growth across the organization.
• As a founding member of our Operations team, you'll have broad scope, uncapped growth, and a loud voice in long-term strategy
• Finance Operations
• Financial Reporting & Compliance: Adhere to all local, state, and federal regulations. Maintain business and state registrations, manage seller's permits, and oversee accurate sales tax collection and reporting. Partner with external accounting teams to prepare and review essential financial documents, including tax returns, sales tax filings, 1099s, Form 3921 etc
• HR & People Operations
• Benefits Administration: Manage employee benefits such as health, retirement, and wellness plans, collaborating with service providers for accurate and timely enrollment
• Onboarding & Offboarding: Support the onboarding and offboarding of employees and contractors, maintaining essential documentation and ensuring smooth transitions
• Health & Safety: Oversee health and safety initiatives, ensuring workplace compliance with OSHA and other regulations
• Legal Operations
• Contract Management: Track and maintain contracts, including NDAs and vendor agreements and corporate agreements. Implement a comprehensive contract management system for centralized storage, easy retrieval, and tracking of crucial contract dates, obligations, and terms
• Intellectual Property (IP): Work closely with external patent counsel to manage the company's IP portfolio, trademarks, and patent deadlines. Work with R&D and product development teams to identify new innovations that require IP protection. Keep detailed records of all patent documentation, amendments, legal correspondence, and related paperwork. Keep track of important deadlines, such as for filing patent applications, responding to patent office actions, and paying maintenance fees. Ensure that no deadlines are missed to avoid any lapse in patent rights
• IT Operations
• Procurement: Handle procurement and ensure teams have the hardware and software they need, securing competitive pricing and negotiating vendor deals
• License & Vendor Management: Track software licenses and contracts, negotiate favorable terms with vendors, and oversee relationships with internet providers and data center services
• Provisioning and De-provisioning: Manage accounts for Slack, Notion, Google Workspace, Keeper, and other essential tools. Handle provisioning for new hires and secure de-provisioning for existing employees. Ensure all company assets are returned and access to company systems is revoked on time
• Facilities Operations
• Production Support: Coordinate with vendors and landlords to ensure office needs are met promptly as we scale. Assist with facilities-related needs for production scaling, such as managing space requirements, coordinating with equipment vendors, and supporting setup for increased output
• Insurance & Risk Management: Administer company insurance policies, including business liability and workers' compensation, regularly reviewing coverage with brokers to ensure adequate protection as we grow
• Safety & Compliance: Oversee workplace safety measures and coordinate necessary safety protocols to meet the demands of a larger production environment
• Process Documentation & Structure
• Operational Playbooks: Support the development of structured documentation and playbooks for key processes (e.g., procurement, onboarding, IT requests) to reduce repetitive tasks, organize workflows, and enable smoother daily operations as we scale
• Scale Eng Operations: Support engineering teams with vendor contracts: NDAs, purchase agreements, invoicing, and tracking systems