Remote Operations & Administrative Coordinator

October 20, 2026

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Position Summary

Provides remote executive, operational, regulatory, human resources, document management, technology, and website support for VBN and RnM. Organizes company information, coordinates communications, maintains compliance records, and completes assigned projects accurately and on time under management direction.

Executive & Administrative Support — 20%

Monitor assigned inboxes; prioritize messages, draft responses, and escalate urgent matters.
Manage calendars, reminders, task lists, meetings, and follow-up communications.
Prepare letters, reports, spreadsheets, forms, and business correspondence; provide weekly status updates.

Regulatory & Compliance Support — 25%

Track permits, licenses, registrations, renewals, and regulatory deadlines.
Prepare documentation for management review related to FDA, state feed requirements, OSHA, EPA, and applicable programs.
Maintain SOPs, training and inspection records, audit files, and corrective-action trackers; flag deficiencies promptly.

SharePoint & Document Management — 20%

Organize SharePoint sites, document libraries, folders, permissions requests, and searchable records.
Apply approved file naming, version control, templates, archiving, and retention practices.
Coordinate scanned documents with Sharon; identify missing, duplicate, and outdated records.

IT & Technology Coordination — 15%

Coordinate employee phone, computer, Outlook, Teams, SharePoint, RingCentral, and Keeper setup.
Support routine troubleshooting, onboarding/offboarding checklists, licenses, and equipment inventory.
Guide Sharon through physical device setup remotely and escalate advanced issues to authorized IT providers.

HR & Document Preparation — 10%

Draft and post approved job advertisements; prepare job descriptions, interview forms, onboarding packets, and employee communications.
Coordinate applicants, interview scheduling, training records, and confidential HR files.

Website & Digital Communications — 5%

Update company websites with approved content, product details, contact information, and documents.
Identify broken links, outdated pages, and issues requiring a website vendor.

General Operations Support — 5%

Maintain project trackers and assist with vendor, contract, insurance, and administrative records.
Coordinate requests among management, Sharon, and bookkeeping; complete related assigned duties.

Work Schedule, Travel & Timekeeping

Regular hours are Monday through Friday, 8:30 a.m. to 5:30 p.m., including a duty-free, unpaid lunch from 12:30 p.m. to 1:30 p.m. (eight paid hours daily; 40 weekly).
Remain reachable by phone, email, and Microsoft Teams during scheduled working hours, excluding lunch.
Occasional business travel may be required for meetings, training, and operations. At least seven calendar days’ advance notice will be provided, except by mutual agreement.
Accurately record all time worked, including compensable travel and work performed outside scheduled hours. Overtime requires prior approval and is paid as required by law.

Qualifications

Strong organization, written communication, confidentiality, and independent follow-through; proficiency with Microsoft 365, Outlook, Word, Excel, Teams, and SharePoint. Familiarity with websites, basic IT support, HR administration, regulatory records, and agricultural/manufacturing operations preferred. Reliable internet and availability for remote meetings required.

Authority & Limitations

May perform approved administrative tasks and routine technology coordination. Management approval is required for regulatory filings or certifications, contracts, expenditures, hiring or compensation decisions, sensitive account permissions, and material external or public communications. No independent payment or legal decision-making authority.

Performance Expectations

Review assigned communications daily; maintain accurate SharePoint and regulatory trackers; meet deadlines; prepare professional HR documents; promptly address or escalate IT issues; publish only approved website updates; and submit weekly progress and outstanding-item reports to Michele.

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

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4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

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6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...