Operations Associate

Summary

Join Defense Unicorns as an experienced Operations Associate to manage organizational and administrative aspects of information flow. You will coordinate with internal and external stakeholders to ensure efficient workflows and reporting. Lead payroll processing, administer timekeeping and expense systems, and serve as the primary contact for external support organizations. Responsibilities include process coordination, process improvement, administrative support, and data reporting. Occasional travel may be required. Full compensation packages are based on experience and range from $114,300 to $148,860 USD.

Responsibilities

• Lead payroll processing to ensure timely and accurate regular, incentive and ad hoc payrolls through the company HRIS
• Administer the timekeeping system (Clicktime) to enable appropriate user access to the system and required charge codes and ensuring information in and from the system
• Administer the timekeeping and expense management systems to enable availability of needed charge codes to the right people and that approvals and information
• Serve as the primary point of contact for external support organizations, ensuring expectations, deadlines, and deliverables are clearly communicated and met
• Firm providing bookkeeping, month close, AP, AR and tax preparation support
• CPA firm(s) providing accounting audit and support
• Banks and lending institutions
• Coordinate with CFO, Finance Manager and internal departments to gather data and approvals as needed to support related workflows
• Assisting with documentation, standard operating procedures (SOP), and internal workflows
• Helping to maintain and improve operational systems or tools (e.g., task trackers, CRMs, ERPs)
• Identify and support opportunities for automation and process enhancement within the accounting and reporting functions
• Establish and/or maintain documentation of financial processes, workflows, and policies
• Scheduling, planning, or coordinating meetings, travel, or events
• Handling procurement, vendor management, or supply chain-related tasks
• Updating and/or maintaining accurate records and filing systems
• Collecting, cleaning, and synthesizing operational data (e.g., sales reports, financial records)
• Preparing summaries or dashboards for internal use

Preferred Qualifications

• Attention to Detail: Accuracy in handling processes and documentation
• Organization & Prioritization: Ability to juggle multiple tasks and deadlines
• Communication: Clear internal coordination and updates to stakeholders
• Technical Aptitude: Familiarity with tools like Google Workspace, Excel, Notion, Slack, Salesforce, or task/project management systems (e.g., Asana, Jira)
• Problem Solving: Resourcefulness in addressing issues or process gaps

Benefits

• Medical/Dental/Vision
• Premiums are 100% Company Paid
• Health Reimbursement Account
• Life Insurance
• Disability Insurance
• 401k Retirement Plan
• Company Stock Options
• Home Office Budget
• Unlimited paid time off, with a mandatory 10 days off on top of 11 federal government holidays, week of Thanksgiving, last two weeks of December (including New Year’s Day)
• Paid Parental Leave
• Reimbursement for approved trainings/subscriptions
• Conferences (travel, lodging, and fees)