Job description

Keep the people, processes, and operations moving. At Solid Light, we design and fabricate immersive environments for museums, cultural institutions, and brands. We are looking for an Operations Specialist with a strong background in professional administration, executive support, and business operations—someone who is organized, proactive, detail-oriented, and comfortable managing multiple priorities. This is a multifaceted role supporting the day-to-day operations of a creative, project-based company. You'll work closely with company leadership, accounting, and employees across departments to coordinate administrative functions, maintain efficient processes, and ensure the details that keep our business running are handled accurately and on time. What You'll Do Provide administrative and executive support, including scheduling, travel coordination, meeting preparation, and event logistics Coordinate office facilities, maintenance, vendors, supplies, and other operational services Support accounting functions, including invoice and financial data entry, purchasing documentation, expense management, and recordkeeping Coordinate with external IT providers on employee equipment, technology requests, and inventory management Support employee onboarding and offboarding logistics, including workspace preparation, equipment, and administrative documentation Maintain organized records, operational procedures, inventories, and shared resources Communicate with employees, leadership, vendors, and external partners to coordinate requests and resolve routine operational issues Independently manage competing priorities, anticipate recurring needs, and follow responsibilities through completion Identify opportunities to improve administrative processes, organization, and operational efficiency What We're Looking For 4+ years of professional experience in business administration, executive support, office operations, nonprofit administration, or a related field Experience supporting organizational leadership and coordinating multiple administrative or operational functions Familiarity with accounting data entry, purchasing, expense management, or basic bookkeeping Proficiency with Microsoft Office 365; experience with QuickBooks, Expensify, BambooHR, or similar systems is a plus Excellent organizational and time management skills with the ability to independently prioritize responsibilities and meet deadlines Strong attention to detail, accuracy, and recordkeeping Professional written and verbal communication skills, including the ability to proactively communicate priorities, updates, and potential challenges Sound judgment, problem-solving skills, and the ability to handle confidential information appropriately A collaborative, service-oriented approach to supporting colleagues and external partners Bachelor's degree in a related field or an equivalent combination of education and relevant professional experience What Sets This Role Apart You'll support multiple areas of the business, from executive administration and accounting to facilities and employee operations You'll have opportunities to improve processes and develop systems that make day-to-day work more efficient You'll work with a collaborative team of creative, technical, and business professionals You'll contribute to the operations behind unique projects for museums, cultural institutions, and brands You'll have the opportunity to take ownership of recurring responsibilities and make a meaningful impact on how our company operates Why Solid Light We are a design-build firm rooted in storytelling, craftsmanship, and collaboration. Behind every successful project is a team of people and operational systems that keep our business moving. Our Operations Specialist plays an important role in supporting those systems, helping our employees do their best work, and contributing to the overall success of Solid Light. Apply If you're an experienced administrative professional who enjoys solving problems, staying organized, supporting multiple teams, and taking ownership of your work, we'd love to hear from you. Solid Light is an Equal Opportunity Employer and complies with ADA regulations. We participate in E-Verify. All offers of employment are contingent upon successful completion of a background check.

Requirements

Must-haves

Keep the people, processes, and operations moving.
Provide administrative and executive support, including scheduling, travel coordination, meeting preparation, and event logistics
Coordinate office facilities, maintenance, vendors, supplies, and other operational services
Support accounting functions, including invoice and financial data entry, purchasing documentation, expense management, and recordkeeping
Coordinate with external IT providers on employee equipment, technology requests, and inventory management
Support employee onboarding and offboarding logistics, including workspace preparation, equipment, and administrative documentation
Maintain organized records, operational procedures, inventories, and shared resources
Communicate with employees, leadership, vendors, and external partners to coordinate requests and resolve routine operational issues
Independently manage competing priorities, anticipate recurring needs, and follow responsibilities through completion
Identify opportunities to improve administrative processes, organization, and operational efficiency
4+ years of professional experience in business administration, executive support, office operations, nonprofit administration, or a related field
Experience supporting organizational leadership and coordinating multiple administrative or operational functions
Familiarity with accounting data entry, purchasing, expense management, or basic bookkeeping
Excellent organizational and time management skills with the ability to independently prioritize responsibilities and meet deadlines
Strong attention to detail, accuracy, and recordkeeping
Professional written and verbal communication skills, including the ability to proactively communicate priorities, updates, and potential challenges
Sound judgment, problem-solving skills, and the ability to handle confidential information appropriately
A collaborative, service-oriented approach to supporting colleagues and external partners
Bachelor's degree in a related field or an equivalent combination of education and relevant professional experience
What Sets This Role Apart
You'll support multiple areas of the business, from executive administration and accounting to facilities and employee operations
You'll have opportunities to improve processes and develop systems that make day-to-day work more efficient
You'll work with a collaborative team of creative, technical, and business professionals

Nice-to-haves

Proficiency with Microsoft Office 365; experience with QuickBooks, Expensify, BambooHR, or similar systems is a plus

Application prep

Use the role’s language and application details while tailoring your materials.

Platform: bamboohr
Effort: medium