Part-time Operations & Administrative Coordinator for Social Impact Design Agency (Contract, Remote - USA)

Constructive is a leading social impact strategy and design firm that helps advance social, environmental, and economic justice. We’re a close-knit, committed team of experts and advocates who partner with ambitious organizations to make the world a more fair, equitable, and sustainable place. Constructive’s culture is built on values that are the core of who we are—deeply held beliefs about the importance of integrity, empathy, accountability, trust, teamwork, and respect that add purpose to our lives and can be seen and felt in everything we do. If you’d like to get a feel for our culture, read our company values here.

About the Role

This is a part-time, contract role supporting our Managing Director across finance, HR, vendor/IT administration, and general business operations. You’ll be the person who keeps timesheets, invoices, subscriptions, HR records, and day-to-day admin processes running smoothly behind the scenes so the rest of the team can focus on client work.

This role is designed for up to 20 hours per bi-monthly invoice period (roughly 10 hours/week on average). We know workload ebbs and flows, so we’re looking for someone comfortable with some weeks running a bit heavier and others lighter, as long as it nets out within that cap.

We expect this position to have an hourly rate between $35-$40 per hour based on experience and value-added skills.

Your Core Responsibilities

We’re looking for someone who thrives on variety, enjoys keeping the details straight, and can work independently across a mix of weekly, monthly, quarterly, and one-off responsibilities. Core areas include:

• Finance & Invoicing: Review and approve employee/contractor timesheets; process contractor invoices; follow up on invoices more than 30 days overdue; reconcile company credit card expenses; audit invoice revenue types and suffixes.
• Operations & Reporting: Prepare and maintain utilization reports; update accrual schedules; update Time & Materials (T&M) project budgets; maintain client billing records by state.
• People & HR Support: Support employee/contractor onboarding and offboarding; keep the talent pipeline and job postings up to date; update PTO records in our resource planning tool; collect W-9/W-8BEN forms from contractors.
• Vendor, Software & Hardware Administration: Maintain the software and hardware license register; monitor subscription renewal dates; manage seats/access for tools like Figma, Zeplin, and Google Workspace.
• General Admin: Monitor the shared mailbox and voicemail; maintain and update Operations SOPs; attend and support the weekly Operations meeting and 1:1 agendas.
• Compliance & Legal: Support state tax registrations, filings, and related administrative reviews; assist with reviewing and updating contracts and SOW templates.
• Business Development Support: Update the CRM (Pipedrive) with new leads and deals; review estimate progress for active proposals.
• Ad hoc projects as assigned. This role touches a lot of different corners of the business, so some flexibility and curiosity go a long way.

Skills & Experience You’ll Need

• 2+ years of experience in an operations, administrative, bookkeeping, or office-management role.
• Hands-on comfort with financial admin tasks (invoicing, timesheet review, expense reconciliation) no accounting degree required, but you’re not intimidated by numbers.
• Comfortable using video conferencing (Zoom, Google Meet) and being on camera.
• Experience with project/time-tracking tools such as Asana, Harvest, or similar platforms.
• Excellent written communication and the ability to work independently and asynchronously.
• Highly organized and self-directed, comfortable juggling a varied task list with shifting priorities and minimal oversight.
• Experience with Google Workspace (Docs, Sheets, Slides) and Microsoft Office (Word, Excel)
• Trustworthy with confidential financial, HR, and business information.
• Ability to overlap with US Eastern Time business hours at least a few days a week for meetings and coordination.
• Willingness to learn new tools and skills

Nice-to-Haves That Will Make a Big Difference

• Experience with US state tax registration, filings, or compliance administration.
• Familiarity with People/HR Ops functions (onboarding, benefits research, contractor management).
• Experience administering Google Workspace, Figma, Adobe, or similar seat/license management.
• Experience with a CRM such as Pipedrive, or with tools like Bill.com or QuickBooks.
• Prior experience working with an agency, consultancy, or nonprofit.
• A knack for building or improving SOPs and lightweight process documentation.

Our Commitment to Diversity & Inclusion

We believe strongly that diversity is one of our greatest strengths, that the more perspectives we bring to the mix, the better we are as people and the better partner we are for our clients. So, in considering if Constructive is a good fit for you, know that all we care about is that you’re qualified to do the job, share most or all of our values, and want to be here. These are the things we’ll be evaluating for every applicant.

Interested? Great!

Submit your application HERE!

What happens next?

If we feel like there’s a good fit, we’ll reach out to you to start the interview process. You’ll meet with our Managing Director and a member of our project management team separately. This will look like two 30-45 minute conversations via Zoom.

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