Job Description

Overview

Portfolia is seeking an Operations Administrator to maintain its back office and contract operations and provide customer support. Portfolia is the world's most powerful investing community of women. With over 2,000 members in 18 countries and 46 states, Portfolia is directing over $70M AUM across 28 funds/SPVs, which have made over 150+ investments in Pre-Seed to Pre-IPO companies. Portfolia venture funds aggregate assets for change, using experience, knowledge, and influence to advance innovations.

We will train a smart, organized, detail-oriented, and experienced self-starter in the Portfolia operations process. The ideal candidate will have 3-5 years of experience in high-level administrative and operations support and the ability to quickly understand new processes and software to support and integrate efficient operations. This position also requires hands-on customer communications and problem solving. Successful candidates will bring all or most of the following skills and attributes to this position: a commitment to teamwork; an exceptional ability to stay organized, manage their time effectively, and juggle several priorities that may change quickly; and finally possess a keen attention to detail. This position requires flexibility and excellent communication skills.

Location: San Francisco, remote with minimum of one day per week in-office but may become fulltime in-office in the future.

Customer Records/Contract Management 

• Set up and oversee contracts in PandaDoc or Docusign
• Ensure all customer records are kept up to date in Hubspot CRM
• Ability to understand and utilize software systems for effective contract management and reporting

Billing/Accounts Receivable 

• Set up and oversee bank accounts
• Ensure timely management of accounts receivable and reconcile member payments and bank records
• Oversee customer payment processing systems
• Coordinate payments and account distributions with CFO

Member Services

• Timely, ‘white-glove’ handling of all member requests, information changes or concerns through email, on-line chat and telephone
• Synchronize systems and inbounds to respond thoughtfully to time-sensitive matters
• Feedback and reporting to executive team to ensure member happiness and satisfaction

Corporate Administration

• Organize and manage corporate entities, legal documents and filings
• Assist with year-end reporting with the CFO for taxes, filings, and reporting
• Coordinate vendors contracts and renewals
• Oversee personnel systems and communications
• Implement new systems and technologies to improve operating efficiency and template internal processes and communications
• Ensure data organization and document management systems

Qualifications

• 5+ years of experience in high-end administrative management; will train on the details of this position
• Undergrad degree preferred or commensurate qualifying experience
• Proficiency in Excel, GSuite, Box, Zoom, Slack, Hubspot, Docusign/PandaDoc, AI tools and a proven ability to ramp quickly to multiple internal tools 
• Absolute attention to detail with both numbers, content and systems
• Resourceful team player with a positive attitude who can work independently in a fast-paced environment and handle confidential information with discretion
• Excellent written and oral business communications skills, with the ability to comfortably and professionally interact with colleagues at all levels
• A quick learner, able to analyze, trouble shoot, and interpret data and develop logical solutions with a bias toward action

Additional Information

• Full-Time 
• Annual salary commensurate with experience, plus stock options
• Liberal Paid Time Off
• Health/Dental/LTD/Life insurance/401K
• Candidates must be authorized to work in the US

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