We are looking for a Business Operations Associate to be the go-to support person across HR, recruitment, and documentation at Vapusdata. As we scale, our team needs someone who can move fast across a wide range of tasks - from coordinating interviews to maintaining documentation across domains and clients and filling out RFPs.
If you thrive on variety, have sharp attention to detail, are comfortable with ambiguity, and know how to use AI tools to get more done in less time, this role is for you.
What you will do:
• HR Administration: Own day-to-day HR administration - documentation, records, policies, and employee lifecycle tasks.
• Recruitment Coordination: Coordinate recruitment end-to-end: scheduling interviews, liaising with candidates, tracking pipelines, and supporting onboarding.
• Documentation Support: Draft and complete RFPs, questionnaires, vendor forms, and other business documentation with accuracy and quick turnaround.
• Tools & Efficiency: Use MS Office and AI tools to streamline workflows, prepare polished documents/decks, and speed up repetitive tasks.
• Client Communication: Serve as a point of contact for client-facing communication - coordinating responses, following up on open threads, and ensuring timely, professional communication across email and other channels.
• Knowledge Base & Product Content: Transform product documentation, decks, feature notes, and internal discussions into structured, easy-to-navigate knowledge base articles - making sure institutional knowledge is captured, organized, and accessible across the team.
• Vendor & Partner Coordination: Manage vendor onboarding, maintain contact lists, follow up on deliverables, and act as the operational link between external partners and internal teams.
• Meeting & Async Support: Take notes in key meetings, convert discussions into clear action items, and ensure decisions and next steps don't fall through the cracks.
• Process Documentation: Spot repetitive workflows and document them as SOPs so the team isn't reinventing the wheel - building the operational foundation as the company scales.
• Cross-functional Support: Step in wherever the business needs it - GTM prep, investor decks, event logistics, or anything else that helps the company move faster. No lane too narrow, no task too random.
What we are looking for:
• Experience: 1-2 years of experience in an operations, administrative, HR, or generalist support role, ideally in a fast-paced or startup environment.
• Tools: Strong, hands-on proficiency with MS Office (Word, Excel, PowerPoint, Outlook) and Google suite.
• AI Fluency: Active, practical user of AI tools (e.g., ChatGPT, Claude, Copilot) to work faster and smarter - not just aware of them but using them daily.
• Working Style: High energy, sharp attention to detail, and the ability to multitask across competing priorities without dropping the ball.
• Builder’s Mindset: A fast learner who is comfortable with ambiguity and has a bias for action.
• Communication: Excellent written and verbal communication.
• Ownership: Genuine willingness to support founders across all activities required by the company - no task too big or too small.
Bonus points for:
• Prior experience filling out RFPs or other documentation such as vendor due diligence forms.
• Experience with recruitment coordination and leveraging platforms like LinkedIn to identify and engage candidates.
Why VapusData?
• Impact: You will be joining at a critical growth stage where your work directly enables the company’s momentum.
• Innovation: Exposure across HR, GTM, and operations at a company working at the cutting edge of AI, data engineering, and enterprise SaaS.
• Culture: A high-autonomy, high-ownership environment where the best ideas win.
