Fractional Operations & Office Manager (remote but Philadelphia Region preferred)

Authentise is entering a new phase of growth, with major new contracts, a larger operational footprint, and more complexity across the US and UK. We need a highly capable Operations & Office Manager to help keep the company running cleanly.

This is a high-trust, part-time role with real responsibility. You will work directly with the CEO and own many of the company’s core administrative processes across people operations, payroll, finance admin, compliance deadlines, vendors, travel, documentation, and internal systems.

This is not a narrow admin job. You will be the person who makes sure important things do not fall through the cracks: payroll is prepared on time, new hires are onboarded properly, departing employees are offboarded cleanly, expenses and invoices are reconciled, renewals are tracked, and operational loose ends become completed work.

The role is expected to start at roughly 10 hours per week, with some flexibility for urgent or time-sensitive requests. For the right person, there is real scope to grow the role over time as Authentise scales.

The right candidate has strong judgment, discretion, follow-through, and initiative. You should be comfortable in a remote, fast-moving startup where requests are sometimes ambiguous, deadlines matter, and the answer is often: “please figure out the cleanest way to get this done.”

You should have strong working knowledge of Google Workspace, Slack, spreadsheets, cloud file management, payroll or finance systems, and modern admin tools. More importantly, you should be organized, responsive, practical, and able to work independently without needing constant direction.

HR and people operations
-Manage onboarding and offboarding for US and UK employees and contractors
-Collect, file, and track new hire documentation
-Coordinate background checks, reference checks, right-to-work documentation, benefits enrollment, and visa-related reminders
-Maintain employee records, onboarding lists, holiday tracking, and asset records

Payroll, expenses, and finance administration
-Prepare monthly payroll inputs for approval across ADP and Xero
-Reconcile expenses, receipts, VAT records, and company card transactions
-Coordinate with bookkeepers, accountants, benefit administrators, and insurers
-Save invoices, receipts, and supporting documents in the correct finance folders
-Support end-of-year financial review, accounts preparation, audits, and filings

Company administration and compliance
-Track recurring deadlines for insurance renewals, tax filings, audits, Companies House requirements, and other operating obligations
-Maintain vendor and subscription records
-Support customer vendor onboarding and subscription approvals
-Maintain the asset register and help ensure departing employees are removed from systems promptly
-Follow internal processes for export-control screening and cyber/security handoffs

Executive and team support
-Support the CEO with calendar, admin, travel, meetings, and follow-ups
-Arrange staff travel, team meetings, office events, and board logistics
-Prepare or coordinate presentation, promotional, and administrative materials
-Provide light recruiting support, including candidate sourcing on LinkedIn, Upwork, or similar platforms

Success in this role means payroll is ready on time, expenses are reconciled, renewals do not get missed, onboarding and offboarding are handled cleanly, documents are filed where others can find them, and the CEO does not have to chase basic operational admin.