Operations Coordinator

📋 Description

• • Backflip Holdings Inc. is a dynamic, venture-backed FinTech company on a mission to revolutionize residential real estate investment financing. We are driven by a vision to foster stronger communities by investing in housing and actively improving the physical world around us. To achieve this ambitious goal, we are seeking passionate individuals inspired to modernize the real estate investment landscape by seamlessly connecting entrepreneurs with sophisticated capital.
• • As an Operations Coordinator, you will be the linchpin of our Austin office and a critical operational backbone for the entire Backflip team. This role is designed for a highly organized and tech-savvy individual who excels at executing administrative workflows and managing internal IT/SaaS provisioning with precision and efficiency. You will be instrumental in supporting the Operations Associate and the Leadership Team, ensuring that the operational gears of the company turn smoothly, allowing our core teams to focus on high-leverage growth objectives.
• • This is a hands-on, execution-focused position for a meticulous individual who thrives on proactive problem-solving, anticipates needs before they arise, and serves as a trusted partner in managing a wide array of responsibilities. From overseeing the virtual mailbox and ensuring timely mail processing to managing SaaS account provisioning and deprovisioning, your attention to detail and commitment to excellence will be paramount.
• • Reporting directly to the Operations Associate, you will have the unique opportunity to take full ownership of critical systems access management and the day-to-day logistics of our office environment. This autonomy will empower you to streamline processes, enhance efficiency, and contribute directly to the company's operational integrity. This is an in-office role, based in our Austin, TX location.
• • **Key Responsibilities and Impact:**
• • **SaaS Lifecycle Management:** Transitioning from an external IT vendor, you will assume complete responsibility for the onboarding and offboarding of all Software as a Service (SaaS) platforms. This includes user provisioning, deprovisioning, access reviews, and ensuring compliance with licensing agreements, thereby optimizing our software stack and associated costs.
• • **New Hire Experience Orchestration:** You will meticulously manage the logistics of the new-hire experience, ensuring a seamless and welcoming transition for every new team member. This involves developing and maintaining comprehensive onboarding guides, creating and tracking new-hire checklists, and coordinating welcome meetings to foster immediate integration and productivity.
• • **External IT Vendor Liaison:** Initially, you will serve as the primary point of contact for our external IT vendor, managing communications, escalations, and service level agreements until the point where internal capabilities render their services redundant. This transition will be a key project under your purview.
• • **Mail and Logistics Mastery:** Take absolute ownership of the virtual mailbox, physical mail processing, check deposits, and shipping operations. You will implement and maintain a stringent "zero-backlog" standard, ensuring all mail-related tasks are handled promptly, accurately, and efficiently.
• • **Corporate Hygiene and Cost Optimization:** Conduct a thorough "Corporate Hygiene" audit across our core platforms, including Slack, Notion, and various SaaS applications. Your objective will be to identify opportunities for cost reduction through license optimization, identifying underutilized tools, and streamlining subscriptions, directly impacting the company's bottom line.
• • **Meeting and Stand-up Preparation:** Achieve and maintain 100% on-time, error-free preparation for all weekly agendas and company-wide stand-up meetings. This includes gathering necessary information, formatting materials, and ensuring all participants have what they need to contribute effectively.
• • **Recruiting Support:** Assume critical administrative functions within the recruiting process. This includes managing job postings within our Applicant Tracking System (ATS), scheduling interviews efficiently, and ensuring a positive candidate experience throughout the hiring lifecycle.
• • **Legal Notarization:** Perform legal notarizations as required for company documents. You will be expected to obtain a Texas Notary Public commission within 30 days of your start date if you do not already possess one, ensuring compliance and enabling efficient document processing.
• • **Austin Office Management:** Take full ownership of maintaining the physical Austin office space. This includes managing relations with the property manager, ensuring the office is well-stocked with necessary supplies, particularly in the kitchen, and creating a productive and welcoming work environment for all employees.
• • This role is ideal for an individual who is deeply organized, possesses a proactive mindset, and thrives in a fast-paced, evolving environment. You will be a key player in building and scaling Backflip's operational infrastructure, directly contributing to our mission of transforming real estate investment.