Operations Specialist

Operations Specialist (Workforce Operations / Live Scheduling / Staffing Coordination)

Full-Time Remote | U.S. Hours

About the Role

We’re hiring a highly organized and execution-focused Operations Specialist to manage live workforce operations inside a fast-moving scheduling and staffing environment.

This is not a traditional admin or support role.

This position sits at the center of daily operations and is responsible for:

• filling shifts,
• coordinating workers,
• resolving real-time operational issues,
• and ensuring clients receive seamless service execution.

You’ll manage the full shift lifecycle:
from onboarding professionals → scheduling coverage → monitoring attendance → resolving emergencies and last-minute changes.

If you thrive in:

• fast-paced environments,
• live operational coordination,
• staffing logistics,
• and high-ownership roles,

this opportunity is a strong fit.

What You’ll Own

Shift Fulfillment & Workforce Coordination

• Own the end-to-end shift fulfillment process
• Respond quickly to incoming client staffing requests
• Assign professionals to shifts and confirm attendance
• Ensure shifts are filled accurately and on time
• Coordinate coverage for urgent or last-minute staffing needs

Live Operations & Real-Time Issue Resolution

• Monitor live attendance and track clock-ins
• Follow up on:
• late arrivals
• no-shows
• cancellations
• emergencies
• Quickly secure replacement workers when needed
• Coordinate directly with:
• clients
• workforce professionals
• on-site managers
• Resolve operational issues in real time while maintaining service quality

Workforce Onboarding & Engagement

• Onboard and activate workers on the platform
• Maintain ongoing communication with professionals
• Build long-term workforce reliability and engagement
• Ensure workers understand schedules, expectations, and workflows

Systems, Tracking & Documentation

• Keep operational systems, trackers, and notes fully updated
• Maintain accurate scheduling and attendance records
• Document issues, resolutions, and operational updates clearly
• Ensure workflows remain organized and scalable

Process Improvement & Operational Efficiency

• Identify recurring operational bottlenecks
• Recommend workflow improvements to increase efficiency
• Improve:
• response times
• attendance reliability
• shift fill rates
• operational consistency

✅ Required Experience & Skills

• 2+ years experience in:
• operations
• staffing
• workforce coordination
• scheduling
• marketplace operations
• Strong written and spoken English communication skills
• Ability to multitask and manage live priorities under pressure
• Strong stakeholder coordination and communication abilities
• Experience using:
• operational systems
• scheduling platforms
• CRMs
• digital communication tools
• Strong organizational and time-management skills
• Reliable internet and professional remote work setup

⭐ Nice-to-Have Experience

• Experience in:
• staffing agencies
• workforce marketplaces
• shift-based businesses
• on-demand service environments
• Experience handling:
• attendance tracking
• clock-ins
• no-show management
• workforce KPIs
• Startup or high-growth operational experience
• Process improvement and workflow optimization exposure

What Makes You a Strong Fit

• You stay calm in fast-moving operational environments
• You proactively solve problems before they escalate
• You take ownership instead of waiting for direction
• You communicate confidently with both clients and workers
• You are highly organized and detail-oriented
• You thrive balancing multiple live priorities simultaneously

What a Typical Day Looks Like

• Review incoming shift requests and staffing needs
• Coordinate with professionals to confirm attendance
• Monitor active shifts and resolve live operational issues
• Handle last-minute cancellations and replacement staffing
• Communicate with clients and on-site managers
• Update trackers, systems, and operational notes
• Identify inefficiencies and improve workflows

In short:
You ensure every shift is covered, every issue is resolved quickly, and daily operations run smoothly from start to finish.

Key Metrics for Success (KPIs)

• Shift fill rate
• Time-to-fill open shifts
• Reduction in no-shows and attendance issues
• Client response and resolution time
• Workforce reliability and engagement
• Operational accuracy and documentation quality
• Client satisfaction scores

Why This Role Stands Out

• High-impact operational ownership role
• Fast-paced environment with real-time decision-making
• Strong growth exposure inside a scaling business
• Opportunity to directly influence operational success and service quality
• Work closely with clients, workforce teams, and leadership

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Scenario-Based Operations Interview
• Client Interview
• Offer & Background Verification

Apply Now

If you:

• thrive in fast-paced operations,
• enjoy coordinating people and solving problems in real time,
• can manage live scheduling and workforce logistics,
• and take ownership of outcomes,

this role is a strong fit for you.