📍 Location: Remote (US-based; VA or FL preferred)
💼 Employment Type: Part Time W-2 Employee (10-15 hours/week to start)
🛠️ Department: Operations
🕒 Office Hours: Monday - Thursday 8-4 EST
This role requires at least 2 hours of overlap with business hours each workday.
✨ Does This Sound Like You?
You know you’re capable of more, but you’ve been in roles where you’re stuck executing tasks without being able to improve them.
You notice when things are inefficient, disorganized, or unclear; and instead of ignoring it, you naturally start thinking through how to fix it.
You don’t enjoy being micromanaged or needing constant direction. You prefer to take ownership, figure things out, and move work forward.
You like being trusted to make decisions, follow through, and actually see the impact of what you’re doing.
You’re organized, resourceful, and you don’t wait around when something needs to be solved.
This role moves at a steady pace with multiple priorities, so it’s important that you’re able to manage your workload, stay organized, and not become overwhelmed when there are several moving pieces.
✨ About Us
MyVBK is a growing bookkeeping and advisory firm that helps business owners understand their numbers, build more profitable companies, and feel confident in their finances.
We’re focused on bringing clarity to what often feels chaotic by building strong systems, maintaining clear communication, and forming real relationships with our clients.
Internally, we operate the same way. We value organization, ownership, and continuous improvement. We don’t aim for perfection. We aim to make things better, cleaner, and more efficient over time.
Our team is supportive, communicative, and genuinely enjoys working together. Everyone has a role, but we collaborate often and step in when needed.
💫 Role Overview
We’re looking for a resourceful and detail-driven Operations Coordinator to support and coordinate the day-to-day operations of the bookkeeping firm and ensure everything runs smoothly behind the scenes.
This role is ideal for someone who thrives on bringing structure to chaos, takes initiative without being asked, and is always looking for ways to improve how things work.
You will be responsible for supporting core operational functions such as client onboarding, internal systems, communication flow, and workflow organization, while also executing the work required to keep everything moving forward.
This is not a task-only role. You are expected to think critically, make decisions, and take ownership of outcomes, not just complete assigned work.
If something is unclear, your instinct should be to research, form a recommendation, and move things forward instead of waiting for direction.
Over time, this role will grow into a key operational position with increasing ownership, responsibility, and pay as the company scales.
🎯 Key Responsibilities
In this role, you will take ownership of the day-to-day operations of the business while actively executing the work that keeps everything running smoothly. You will manage onboarding, maintain and improve systems, track KPIs, and ensure communication and workflows stay organized and on track. In addition to being a detailed person who follows systems and processes, just to prove that you’re detail-oriented and can follow procedures, when you apply for this position, in the subject line of the email you must include: I Run With Systems.
Client Onboarding and Experience
- Execute the full client onboarding process with a goal of completion within 5 days or less
- Ensure the onboarding experience is smooth, organized, and complete, with nothing missed and clients feeling supported
Systems, SOPs, and Organization
- Build, document, and continuously improve SOPs, workflows, and process maps in Notion
- Maintain and organize internal systems, including Notion, Google Drive, and operational tools
- Continuously clean and improve systems so they remain efficient and easy to use
Communication and Coordination
- Monitor internal and client communication across Slack, client portal, and email
- Keep communication organized, clear, and moving forward without unnecessary back-and-forth
- Coordinate with external partners, such as Go High Level, to support system functionality and improvements
Team Accountability and Execution
- Attend weekly team meetings (Wednesdays, noon EST), including tracking and tagging action items
- Track tasks and projects across the team and flag delays or gaps
KPIs and Performance Tracking
- Build and maintain KPI tracking systems to monitor team performance and operational health
- Track and report on KPIs, ensuring visibility into what is working and what needs improvement
Operational Thinking and Ownership
- Identify gaps, inefficiencies, or breakdowns in operations and implement solutions
- Proactively determine next steps in workflows without waiting for direction
- When encountering uncertainty, research and propose solutions before asking for input
- Read, interpret, and apply SOPs and workflows independently
- Prioritize tasks and projects based on business impact, not just urgency
- Proactively take initiative to move work forward and minimize the need for day-to-day direction from the owner
- Continuously look for ways to streamline processes and improve efficiency
While the above outlines core responsibilities, additional tasks may be assigned as the business grows and needs evolve.
🧠 Work Environment
Things move quickly here, but we stay organized.
You will have independence in your role, but we also stay connected and communicate regularly as a team.
Most day-to-day communication happens in Slack, with a weekly 1-hour team meeting to stay aligned, review priorities, and keep everything moving forward.
We are a supportive, communicative team that genuinely enjoys working together. We take our work seriously, but we also keep things light and collaborative.
This is a role where you will be trusted to manage your responsibilities, stay organized, and follow through without constant oversight.
📋 Required Qualifications
Experience and Work Style
- Experience working in a remote team environment
- 2+ years in an operations, admin, or coordination role, or equivalent experience demonstrating strong ownership and problem-solving
- Ability to work independently and manage responsibilities without constant supervision
- Strong organizational skills with the ability to manage multiple priorities
Communication and Collaboration
- Strong written and verbal communication skills, especially in Slack, email, and Zoom
- Professional and confident presence in virtual meetings and team interactions
Attention to Detail and Execution
- Highly detail-oriented and able to follow systems and processes accurately
- Able to complete tasks thoroughly and consistently without missing steps
Technical Skills and Tools
- Comfortable using tools such as Go High Level, Google Workspace, Notion, Slack, and similar platforms, or able to learn quickly
- Comfortable learning new systems and adapting to evolving processes
- Experience using AI tools for research, organization, and process improvement
Equipment and Work Environment
- Reliable computer and high-speed internet connection
- Workspace that allows for focused, distraction-free work
- Willingness to use company-provided VPN and security tools
- Willingness to maintain a separate user profile for work-related tasks
⭐ Preferred Qualifications
✔️ Experience building or maintaining SOPs, workflows, or internal documentation
✔️ Experience tracking KPIs or working with performance data
✔️ Interest or background in bookkeeping, operations, or professional services
✔️ Naturally organized and enjoys creating structure and improving systems
✔️ Interested in growing into a higher level operations role over time
🔥 Job Non-Negotiables
- Takes ownership of work and follows through without needing reminders
- Highly resourceful and able to figure things out independently without relying on constant direction
- Brings solutions, not just problems
- Proactively moves work forward instead of waiting for direction
- Manages workload effectively and stays organized when handling multiple priorities
- Communicates consistently and keeps things moving without creating unnecessary back-and-forth
- Maintains organized systems and ensures nothing falls through the cracks
- Comfortable making decisions with incomplete information and adjusting as needed
🎁 Benefits & Perks
💰 $23-25/hour, based on experience, with room for growth as the role expands
🛏️ No evenings or weekends required, with rare exceptions for deadlines or special situations
💻 Work remotely with a flexible schedule
And after 90 days:
🏋️ Gym membership reimbursement up to $25/mo. (based on hours worked)
🫶 SIMPLE IRA with 3% company match
👉🏻 Click here to apply
MyVBK is an equal opportunity employer. We make employment decisions based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other legally protected status.