The Job

The Self-Investigation is seeking an Operations Coordinator to join our fully remote global team of 7 (plus a network of regular collaborators) for 8 months with the possibility of extension. As a lean, international organization, our day-to-day efficiency relies on smooth administrative processes, secure digital tools, and clear internal tracking.

In this role, you will ensure that our ongoing project workflows, contractor invoices, digital platforms, and upcoming event logistics run seamlessly. You will collaborate closely with various team members to keep our daily machinery moving so we can continue delivering impactful support to professionals worldwide.

As a fully remote, global team, we value flexible hours and a friendly, collaborative environment. We strongly protect everyone’s digital disconnection time and have policies in place to support our team’s wellbeing. We usually work in English and Spanish.

The Candidate

The successful candidate will support the team by running daily operations, administrative logistics, and invoice tracking. The right person for this role is someone who loves organization, processes, enjoys keeping systems and digital tools running smoothly, and is completely comfortable managing spreadsheets and tracking project numbers.

We are looking for a proactive self-starter who isn’t afraid to dive into technical tools (like WordPress or Mailchimp) and can independently follow up on pending tasks with a distributed team. Experience in international environments and a passion for wellbeing and mental health are a huge plus.

We actively recruit and encourage applications from individuals from historically underrepresented communities in technology and journalism, including those who identify as LGBTQ+, women, people of color and/or from underrepresented cultural communities, and people with disabilities.

If you think you might be a good fit but are not sure your experience is fully aligned with this job description, please consider applying.

Job Responsibilities

Invoice & Financial Tracking

• Payment Coordination: Monitor and file ongoing institutional and project-based invoices and contracts across our international team and clients.
• Invoicing Support: Prepare and send template-based institutional invoices to clients without missing deadlines, and monitor incoming or pending payments.
• Financial Administration: Help gather, organize, and file invoices and receipts so they are ready for quarterly tax submissions.

Office Coordination

• Calendar and agendas coordination: Help organise our monthly team meetings and keep the general calendar up to date with all our activities and events.
• Inbox Coordination: Coordinate and keep track of general email inboxes, ensuring incoming inquiries are answered, archived, or routed to the right team member.
• Contract Admin: Coordinate, organize, and archive team and partner agreements.

Project & Event Logistics

• Platform Support: Perform basic updates in WordPress, manage ZOOM accounts and meetings, work with Thinkific, manage generic team email channels, and configure automated communications (Out-of-Office flows).
• Ad-hoc Support: Offer other project or organizational support as needed.

Key Competencies

• Proactivity and initiative: The ability to reliably review a “pending” list and drive tasks to completion independently while knowing when to escalate or ask for guidance.
• Self-organized and process-driven: Possesses excellent time management skills to balance daily administrative tasks with hard project deadlines, while consistently following established procedures.
• Attention to detail: Meticulous when working with numbers, invoice templates, and system permissions.
• Remote teamwork and communication: Ability to coordinate smoothly across a remote, global team and to communicate with assertiveness.
• Problem-solving: Comfort troubleshooting basic digital tool or access issues when they arise.

Other Skills

• High comfort with Google Suite (Sheets, Docs, Drive, Calendar)
• Comfortable using Canva to edit existing designs and templates 
• Familiar with setting up ZOOM meetings (advanced settings)
• CMS Familiarity: Working knowledge of basic WordPress administration.
• Some experience with YouTube, Mailchimp and LMS tools like Thinkific is a plus.

Qualifications

Required

• 1–2 years of experience in an operations, administration, or project coordination role, ideally within a global context or remote team environment.
• Proven comfort working with numbers, spreadsheets, and managing basic invoicing or financial tracking.
• Fluent in both written and spoken English.

Preferred

• Operational Spanish (highly valued, as a large portion of our clients and community operate in Spanish).
• Experience working remotely in a fast-paced or entrepreneurial environment.
• Experience working in or with consultancy firms, startups or non-profits.