Remote Operations Analyst / Coordinator — Cosmetics Manufacturing

The role in one sentence: We need an analytical, self-directed operator who can absorb a complex business, hold its moving parts in their head, and keep it running with minimal direction. The company: We're a ~30-person cosmetic contract manufacturing company based in Indiana, developing and manufacturing custom formulas for indie and emerging beauty brands. Founder-led, remotely managed, operating across multiple time zones with a lean, high-ownership team. Our people are trusted to think, not just execute. Why this role exists: As the company scales its remote operations, we need someone to own the operational backbone — the pipeline tracking, the reporting cadence, the dispute analysis, and the day-to-day coordination that keeps a distributed team running cleanly. The role works closely with the CEO and includes some executive support (calendar, scheduling, communications), but the core of the work is analytical and operational: reading complex situations, tracking a live pipeline, investigating client issues, and keeping the system moving. This is an operations role, not a support role with an ops label. What you'll own: 1. Pipeline tracking: Run the quote request log — catch every incoming request across channels (email, Slack, forms), gather the data needed to quote it, route it to the right owner, and flag what's ready for the CEO. Speed and completeness both matter. 2. Dispute analysis: When a client issue arises, read the contract and the full email history, reconstruct what actually happened, identify where things went wrong, and propose resolutions with the trade-offs laid out. This is analytical work first, communication second. 3. Reporting cadence: Keep recurring team meetings and reports on schedule — track who owes what and when, chase down anything missing before it becomes a problem, and escalate only when needed. 4. Synthesis & reporting: Maintain audit logs, meeting recaps, and a running master task list. Brief the CEO each morning on what's urgent, what's overdue, and what needs a decision. 5. Operations coordination: Manage the CEO's calendar and scheduling, reschedule client calls, and keep the daily operational rhythm running across a team spread over multiple time zones. 6. CEO coordination: Draft communications from voice notes or rough direction, send on the CEO's behalf after review, and handle the occasional client-facing call where a human touch is needed. 7. Process improvement: Spot gaps in how work flows between the team, the lab, and clients, and propose tighter systems. We document what works so it survives past any one person.