The posting
ITAD Administrative Operations Manager – Remote | U.S. Hours
Position Type: Full-Time, Remote Working Hours: U.S. Business Hours
About the Role
At Pavago, one of our clients is hiring an ITAD Administrative Operations Manager to own, organize, and improve the administrative infrastructure supporting a growing IT Asset Disposition (ITAD) organization.
This is a manager-level operations role, not a traditional administrative assistant position.
You’ll take ownership of systems across:
- Client onboarding and CRM administration
- Compliance and regulatory documentation
- Invoicing and billing workflows
- Shipping and freight records
- Vendor documentation
- HR administration
- Process improvement and documentation
The focus is not simply completing administrative tasks. You’ll be responsible for building structure, improving workflows, maintaining accuracy, and creating scalable administrative systems as the organization grows.
If you’re highly organized, systems-driven, and experienced in managing documentation-heavy operational environments, this role is a strong fit.
What You’ll Own
Administrative Systems & Process Management
- Own administrative systems across multiple operational functions
- Build and improve structured, repeatable workflows
- Identify administrative gaps, bottlenecks, and inefficiencies
- Implement processes that improve:
- Accuracy
- Organization
- Visibility
- Scalability
- Establish and maintain clear documentation standards
- Ensure critical administrative tasks and records remain organized and current
Client Administration & CRM Management
- Manage client onboarding documentation
- Ensure accurate handoffs from sales to operations
- Maintain organized client records and communication history within the CRM
- Verify that required client documentation is:
- Complete
- Accurate
- Current
- Properly stored
- Improve client documentation and record-keeping processes
Compliance & Regulatory Documentation
- Maintain compliance and regulatory documentation
- Track renewal dates and documentation requirements
- Proactively follow up on upcoming expirations or missing records
- Keep compliance files organized and audit-ready
- Maintain structured systems that support regulatory accountability
- Reduce compliance risk through accurate documentation and follow-through
Accounting & Invoicing Administration
- Manage administrative workflows supporting invoicing and billing
- Maintain organized records for:
- Invoices
- Purchase orders
- Payment tracking
- Supporting financial documentation
- Ensure billing documentation is complete and accurate
- Support accounting teams through reliable administrative processes
- Maintain clear visibility into documentation and processing status
Shipping & Freight Documentation
- Maintain administrative records related to shipping and freight operations
- Organize and track:
- Bills of lading
- Shipment logs
- Carrier records
- Supporting freight documentation
- Ensure shipping records remain accurate and accessible
- Maintain consistent documentation standards across logistics workflows
Vendor Records & Documentation
- Maintain records for downstream vendors and service partners
- Track:
- Vendor contracts
- Compliance documents
- Insurance records
- Supporting documentation
- Monitor missing or expiring documentation
- Keep vendor files organized and audit-ready
HR Administrative Support
- Maintain organized employee records and HR documentation
- Support administrative workflows for:
- Employee onboarding
- Offboarding
- PTO
- Benefits records
- Ensure employee documentation remains accurate and accessible
- Maintain structured HR administrative systems and records
What Makes You a Strong Fit
You:
- Think in systems and processes, not just individual tasks
- Naturally create structure in complex operational environments
- Are comfortable owning multiple administrative functions
- Have exceptional attention to detail
- Notice missing, inaccurate, or inconsistent information quickly
- Proactively improve inefficient workflows
- Take ownership without requiring constant supervision
- Can manage multiple documentation-heavy workflows simultaneously
- Are comfortable operating independently in a remote environment
Requirements
Must-Have
- Experience in:
- Administrative Operations Management
- Operations Coordination
- Administrative Leadership
- Similar operations-focused roles
- Strong experience managing operational processes and administrative systems
- Excellent attention to detail and documentation accuracy
- Strong written English communication skills
- Excellent digital organization and document-management skills
- Ability to manage multiple operational workflows simultaneously
- Strong ownership and independent problem-solving ability
- Reliable high-speed internet and professional remote work setup
- Availability during U.S. business hours
Nice to Have
- Experience in IT Asset Disposition (ITAD)
- Experience in compliance-heavy or operations-intensive industries
- Experience managing documentation across multiple departments
- Familiarity with CRM systems and structured record-management environments
- Experience supporting:
- Finance and accounting
- Logistics and freight
- Compliance
- HR operations
- Experience maintaining audit-ready documentation
- Background improving or standardizing administrative SOPs and workflows
What a Typical Day Looks Like
You may:
- Review client onboarding documentation and update CRM records
- Track compliance requirements and upcoming renewals
- Review invoicing and billing documentation
- Organize freight and shipment records
- Verify vendor contracts, insurance, and compliance documents
- Maintain employee and HR administrative records
- Identify missing or inconsistent information
- Follow up with stakeholders on outstanding documentation
- Improve workflows and documentation standards
- Ensure administrative systems remain organized and audit-ready
In short: you own the administrative backbone of the organization, ensuring its systems remain accurate, organized, compliant, and scalable as the business grows.
Key Metrics for Success
- Accuracy and completeness of administrative documentation
- Zero critical compliance or documentation errors
- Timely processing of invoices and documentation updates
- Complete and audit-ready compliance records
- Organized vendor and freight documentation
- Accurate client and CRM records
- Efficient onboarding and administrative workflows
- Continuous improvement of operational systems
- Leadership confidence in administrative execution
Why This Role Stands Out
- Manager-level ownership of critical administrative operations
- Direct impact on how the organization scales
- Exposure across:
- ITAD operations
- Compliance
- Finance
- Logistics
- Vendor management
- HR administration
- Opportunity to build and improve systems rather than simply maintain them
- High-trust, fully remote environment
- Strong opportunity for long-term growth into:
- Senior Operations Manager
- Business Operations Manager
- Compliance Operations
- Director of Operations
Interview Process
- Initial Phone Screen
- Video Interview with Pavago Recruiter
- Practical Assessment – Administrative Systems Scenario
- Client Interview
- Offer & Onboarding
Apply Now
If you:
- Have experience owning administrative or operational systems
- Excel in documentation-heavy environments
- Enjoy creating structure and improving processes
- Can manage multiple workflows with exceptional accuracy
- Take ownership and proactively solve operational problems
We’d love to hear from you.
Apply today and help build the administrative systems that keep a growing ITAD organization organized, compliant, and scalable.
Important: Spark Hire Video Interview
As part of our application process, qualified candidates will be invited to complete a one-way video interview through Spark Hire.
This is your opportunity to introduce yourself and highlight your experience with administrative operations, process improvement, documentation management, compliance workflows, and cross-functional operational support.
Please complete your Spark Hire interview promptly after receiving the invitation. Candidates who do not complete the video interview may not move forward in the hiring process.
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