Operations Associate (Onsite, Dublin, CA | 10–20% Travel)

## Position Summary We are seeking a highly organized and detail-oriented Operations Associate to support government proposals, product growth, project coordination, and business operations. This is a hands-on role requiring excellent writing, strong follow-through, and the ability to manage multiple deadlines and details. The position generally follows standard business hours, but early morning, evening, or late-night work is required. ## Responsibilities ### Proposal Operations — Approximately 40% * Review AI-generated and writer-prepared proposal drafts. * Compare proposals against solicitation requirements and identify missing or unsupported information. * Maintain proposal schedules, compliance checklists, and submission trackers. * Coordinate inputs from writers, subject matter experts, partners, and leadership. * Review formatting, page limits, forms, attachments, and submission requirements. * Help ensure proposals are accurate, complete, and submitted on time. ### Product Growth and Customer Engagement — Approximately 30% * Conduct product demonstrations after training. * Follow up with prospective customers, users, and partners. * Support customer outreach, onboarding, webinars, conferences, and marketing activities. * Prepare presentations, communications, and sales-support materials. * Track customer conversations and follow-up activities. ### Project Coordination — Approximately 20% * Coordinate meetings, schedules, deliverables, deadlines, and action items. * Prepare meeting notes, status updates, and project documentation. * Follow up with clients, partners, subject matter experts, and internal team members. * Provide backup project coordination support when needed. * Track risks, decisions, and outstanding items. ### Business Operations — Approximately 10% * Assist with billing, invoicing, expense tracking, and operational records. * Coordinate travel, conferences, registrations, and event logistics. * Maintain internal documents, trackers, and templates. * Support other operational needs as assigned. ## Required Qualifications * Bachelor’s degree. * Excellent written and verbal communication skills. * Strong editing, proofreading, and document-review skills. * Exceptional attention to detail. * Strong organization and time-management abilities. * Ability to manage multiple deadlines and priorities. * Proficiency with Microsoft Office and Google Workspace. * Comfort using AI productivity tools and learning new software. * Ability to work full-time onsite in Dublin, California. * Ability to travel approximately 10–20%. * Flexibility to occasionally work early mornings, evenings, or late nights. ## Preferred Qualifications * One to three years of experience in proposal coordination, project coordination, business operations, consulting, research, customer success, or a related field. * Experience reviewing complex documents or managing deadline-driven work. * Experience with proposals, government contracting, project-management tools, or customer-facing activities. * Experience using generative AI tools. ## Ideal Candidate The ideal candidate: * Pays close attention to details. * Writes clearly and accurately. * Follows through on assignments. * Works well under deadlines. * Communicates professionally. * Learns quickly and adapts to changing priorities. * Is comfortable handling both strategic and administrative work. * Wants to grow into greater responsibility over time. ## Compensation and Benefits * $70,500 annual base salary. * Up to $4,500 discretionary annual performance bonus. * Paid holidays and paid time off. * Professional development, business travel, and conference opportunities. The performance bonus is discretionary and not guaranteed.