Operations and Quality Assurance Admin

We are looking for an experienced Operations and Quality Assurance Admin who will be responsible for overseeing our quality control processes, managing our Kommo CRM platform, and leading project management initiatives. The ideal candidate will possess strong project management skills, a keen eye for detail, and the ability to optimize platforms to enhance our operational efficiency. This is a full-time, remote position with a competitive monthly salary.
Key Responsibilities
1. Event Planning & Representation

Plan and Organize Events: Help plan and organize Camp Embark events, ensuring they align with our mission and deliver value to participants.
Represent Camp Embark: Act as the face of Camp Embark at crucial events to promote the company, build relationships, and attract potential campers and partners.
2. Staff Documentation & Communication

Company Updates:
Share work/gig opportunities for events and appearances with seasonal staff via the WhatsApp group to ensure timely and effective communication.
Staffing Documentation:
Prepare and submit all required staff documents using PDF Filler before camp starts.
Organize and maintain staff documentation, ensuring accurate and up-to-date records.
Set up staff on Square and maintain their information to support seamless operations.
3. Quality Control Duties

Adherence to Guidelines:
Ensure consistency and adherence to camp guidelines and standards throughout the camp experience.
Regularly monitor staff performance and camper satisfaction against established quality metrics to maintain high standards.
Pre-Camp Quality Checks:
Review and update Parent and Staff Handbooks to ensure all content is accurate and current.
Ensure Parent Orientation Slides and Camper Orientation Slides are clear and comprehensive.
Verify the quality of weekly emails, ensuring schedules and lunch registrations are clear and informative.
Validate that all staff documents are prepared and completed in accordance with camp requirements.
Ongoing Quality Assurance:
Track and document any quality concerns, ensuring follow-up actions are implemented and communicated to relevant parties.
Use a daily journal update to track activities, issues, and changes, ensuring alignment with the planned schedule and camp standards.
End-of-Season Review:
Conduct a thorough quality assessment of the season, compiling camper and parent feedback.
Prepare end-of-season reports, including a PowerPoint video with notable moments and a summary of key quality metrics.
Gather staff input through the award voting process, documenting feedback for future improvements.
4. Parent Communication

Pre-Camp Responsibilities:
Respond promptly to parent messages via WhatsApp within a 12-hour turnaround.
Address inquiries on the website chat (Wix) and email in a timely manner.
Ensure parents register after receiving informational emails and assist new and returning parents with registration and payment plans.
Update the Parent Handbook, Parent Guide, Staff Handbook, Parent Orientation Slides, and Camper Orientation Slides.
Schedule weekly emails with camper schedules and lunch registration.
Send weekly renewal reminder emails to encourage registration for upcoming weeks.
Pull Strength and Weakness Reports during registration and highlight any concerns regarding campers.
During Registration Process:
Ensure parents submit all required documents and fix and adjust registrations as needed.
Prepare and distribute a visual activity calendar and food menu.
Send orientation emails to parents.
Organize camper folders according to guidelines.
Continue pulling Strength and Weakness Reports and highlighting any concerns.
5. Platform Management and Optimization

Kommo CRM Management:
Manage and optimize the Kommo CRM platform to support sales and customer relationship activities.
Analyze and optimize the Kommo platform to enhance functionality and user experience, ensuring it supports Camp Embark’s operational needs.
Automation Workflow Optimization:
Implement adjustments and optimizations to improve the performance of automated platforms.
Implement automation and integrations to improve efficiency and data accuracy.
Project Management:
Lead and manage projects from inception to completion, ensuring they are delivered on time and within budget, meeting Kemp’s timelines.
Coordinate with stakeholders to define project scope, objectives, and deliverables.
Utilize project management tools and methodologies (e.g., Asana, Trello, Monday.com) to track progress and manage resources effectively.
Facilitate regular project meetings and provide updates to senior management to ensure transparency and accountability.Experience:
Minimum of 3 years of experience in operations management, quality assurance, and project management.
Proven experience managing CRM platforms, preferably Kommo (formerly AmoCRM).
Skills:
Strong project management and organizational skills with the ability to handle multiple projects simultaneously.
Excellent analytical and problem-solving abilities.
Proficient in using project management tools (e.g., Asana, Trello, Monday.com).
Knowledge of quality control methodologies and best practices.
Ability to optimize and manage CRM platforms effectively.
Exceptional communication and interpersonal skills.
Detail-oriented with a commitment to excellence and alignment with Camp Embark’s core values.