We are a small growing employment background screening and drug testing firm in SF. We are looking for a part-time or full-time experienced Operations expert who is willing to work 2-3 times per week in our SF office to assist us to scale. We need a strategist, skilled in HR, Operations, Strategy, SOP refinement and development, one who can impact company culture and utilize AI to assist with streamlining tedious operational tasks. In our SF office, we are required to perform direct observation urine specimen collection on males and females so having a male in our SF office would assist us in 2 ways, with the DO and general operations. We'd love for our Operations Specialist to also work 1-2 days a week in our small corporate Oakland office near the Oakland airport, so essentially a 4 day work week. Grow with us with reviews every 3 months for income growth and advancement. If you work with us to assist us with growth, you will be rewarded accordingly as we are a growing local small firm that requires skilled and experience to take us to the next level. Our starting salary is $75k.
Job Description:
About Us
We are a growing background-screening firm committed to delivering accurate, compliant, and efficient pre-employment checks. As we scale, we need an Operations Specialist who can help streamline workflows, document and refine SOPs, manage hourly staff, and integrate AI tools to automate repetitive tasks.
Position Overview
The Operations Specialist will support and improve the core operational functions of our background-check process. This person plays a central role in ensuring that background investigations are processed quickly, accurately, and in compliance with applicable laws and company standards. The ideal candidate has strong operations experience, attention to detail, and a mindset toward process improvement — including using AI or automation to reduce manual work.
Responsibilities
Manage and monitor the end-to-end background check workflow for clients, including initiating requests, tracking progress, reviewing results, and coordinating with vendors/researchers.
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Review background check reports, identify discrepancies or issues, escalate when necessary, and ensure quality control and compliance with federal, state, and company regulations.
Maintain accurate record-keeping and documentation for background check files, audits, and compliance reviews.
Assist in developing, refining, and writing Standard Operating Procedures (SOPs), checklists, process maps, and training materials for operational processes.
Implement and leverage AI tools or automation platforms (internal or third-party) to streamline repetitive tasks — e.g. data entry, status tracking, report generation, routine communications — reducing manual workload and improving turnaround times.
Coordinate and oversee hourly or contract staff handling background check tasks, ensuring adherence to SOPs and consistent quality standards.
Serve as a point of contact for internal teams (HR, compliance, legal), vendors, and clients regarding background check status, issues, and resolution.
Identify process inefficiencies or bottlenecks, propose and implement improvements to enhance operational efficiency, accuracy, and client satisfaction.
Generate regular reports on operations metrics — e.g. turnaround times, error rates, incomplete/late checks — and communicate findings to leadership.
Qualifications
Operational experience and managing personnel required, HR operations, or background-screening related experience (experience in background/vetting industry strongly preferred).
Strong organizational skills, attention to detail, and ability to manage multiple tasks and deadlines simultaneously.
Ability to write, refine, and document SOPs, process flows, and training materials.
Proficiency with data management tools, spreadsheets (e.g. Excel), and comfort using or implementing web-based systems and potentially AI/automation tools.
Good verbal and written communication skills; ability to liaise with internal teams, vendors, clients, and external partners.
Ability to handle sensitive and confidential information with discretion and compliance-mindedness.
Leadership or supervisory capability — capable of overseeing and guiding hourly/contract staff to meet quality and process standards.
Preferred Attributes
Prior experience with background screening regulations and compliance (e.g. FCRA).
Familiarity with HR information systems (HRIS) or background-screening platforms.
Demonstrated track record of process improvement, automation, or leveraging technology (including AI) to increase efficiency.
Strong problem-solving mindset and ability to adapt procedures as compliance requirements evolve.
What You’ll Do Day-to-Day
You’ll monitor ongoing background-check workflows, triage and resolve stuck or delayed orders, perform quality reviews of reports, document new or improved procedures, help onboard and manage hourly staff, and explore/implement tools (including AI or automation particularly for our drug testing side of the business where local clients arrive for drug testing) to reduce manual work — all with a goal of improving speed, accuracy, compliance, and client satisfaction.
Please submit your resume for immediate assistance.