6 free templates for small businesses, by industry, with the FLSA non-exempt classification guidance the generic templates skip. Download as DOCX.
An operations assistant keeps the day-to-day running of a business organized: scheduling, coordination, records, supplies, and support for the operations manager. It is a generalist role that almost any small business can use, which is exactly why the job description has to be tailored. A generic template misses the industry fit and, more importantly, the FLSA classification that determines whether you owe overtime.
These six templates cover the role across the businesses that hire it: a general small-business version, a business operations assistant, and agency, e-commerce, clinic, and nonprofit versions. Each is ready to use, with the non-exempt classification guidance the generic templates leave out. For the fundamentals behind any posting, the guide to writing a job description is a useful companion.
TL;DR
An operations assistant supports day-to-day operations: scheduling, coordination, records, and supplies. It is a generalist, entry-to-mid-level role that is hourly and non-exempt, with market pay roughly $41,000 to $53,000 a year. The most common mistake is classifying it as exempt administrative to avoid overtime when the duties do not meet the test. Download six templates as DOCX, by industry, with the FLSA classification guidance built in.
What an Operations Assistant Does
An operations assistant supports the operations manager and team with scheduling, coordination, record-keeping, inventory, and vendor communication. It is a generalist role, so the exact mix of duties depends heavily on the size and type of the company. In a small business, it is often the first operations hire, made to take routine work off the owner or manager.
There is no single federal occupation code specifically for operations assistant. The closest proxies are general office clerks and secretaries and administrative assistants, which anchor the pay and level. The templates here are organized by industry so you can match the posting to your business.
Operations Assistant vs Other Roles
Operations assistant overlaps with several adjacent roles. Getting the distinction right keeps your posting accurate and helps you attract the right candidates rather than people expecting a different job.
Administrative assistant
Scheduling, documents, front-desk and executive support
More gatekeeping and clerical; less process and coordination. A separate, adjacent role.
Operations assistant
Coordination, records, logistics, and process support for operations
The generalist role here: entry to mid level, non-exempt, supports the operations function.
Operations coordinator
Owns more coordination and process, often a step up
A separate, higher-paying role with its own posting, not a synonym for assistant.
Office manager
Runs the office, often supervises and manages budgets
More authority and management; a separate role from an operations assistant.
The key takeaway: operations assistant is a generalist support role, distinct from the more clerical administrative assistant, the higher-paying operations coordinator, and the management-level office manager. If you need someone to own and run defined processes, you likely want a coordinator, which is a separate posting.
Duties and Responsibilities
Operations assistant duties cluster into four areas: scheduling and coordination, records and reporting, supplies and logistics, and support and improvement. A strong job description picks the specific responsibilities that match your business, rather than listing every possible task.
Scheduling and coordination
Schedule and coordinate across the team
Follow up on tasks and deadlines
Coordinate with vendors and departments
Records and reporting
Maintain records, logs, and files
Update spreadsheets and prepare reports
Keep documentation organized and accurate
Supplies and logistics
Track inventory and order supplies
Coordinate shipping and logistics
Manage office and operational resources
Support and improvement
Support the operations manager and team
Help with onboarding and admin tasks
Suggest small process improvements
An e-commerce role weights toward orders and inventory; an agency role toward project coordination and client records. For a structured way to scope the role, the guide to defining job responsibilities walks through the process.
Which Template Should You Use?
Pick the template by industry and level. The core structure is the same across all six, but each emphasizes the duties that fit a specific kind of business, and the business operations version adds a classification note. Use this guide to choose the closest fit, then adjust.
General (Small Business)
Any industry
The core generalist version for a small business: scheduling, coordination, records, and supplies supporting the operations manager. The most common starting point.
Business Operations Assistant
More process and data
A step up with more process, project, and reporting responsibility, and a classification note since the duties can edge toward analytical work.
Agency / Professional Services
Client and project work
For agencies and services firms: coordinating projects and timelines, client and resourcing records, billing support, across multiple accounts.
E-commerce / Retail
Orders and fulfillment
For online and retail businesses: orders, inventory, shipping, and supplier coordination, keeping the store and back-end accurate.
Clinic / Healthcare
Practice support
For a small practice: scheduling, supplies, and records so providers can focus on patients, with HIPAA handling of protected health information.
Nonprofit
Programs and donors
For mission-driven organizations: program coordination, events, and grant and donor administration support alongside operations.
Match the Template to the Business
Any small business needing general operational support: General. More process, data, and project work: Business Operations Assistant. Agencies and services firms: Agency / Professional Services. Online and retail: E-commerce / Retail. A small medical or dental practice: Clinic / Healthcare. A mission-driven organization: Nonprofit. When unsure, the General version is the baseline to adapt.
Download all six as a single Word document or copy individual templates. Each follows the same structure: company and job summary, key responsibilities, qualifications, and how to apply, with an EEO statement. The business operations version adds a classification note. Fill in the brackets and post.
Download All 6 Job Description Templates
General, business operations, agency, e-commerce, clinic, and nonprofit. All in one DOCX.
Template 1: Operations Assistant (General, Small Business)
The core generalist version for a small business: scheduling, coordination, records, and supplies supporting the operations manager. The most common starting point.
Operations Assistant Job Description (General, Small Business)
OPERATIONS ASSISTANT JOB DESCRIPTION (GENERAL, SMALL BUSINESS)
Company: __
Location: __
Reports to: __ (Operations Manager / Owner)
Employment type: [ ] Full-time [ ] Part-time
FLSA status: Non-exempt (hourly)
Pay rate: $_____ to $_____ per hour
ABOUT [COMPANY NAME]
[One or two sentences about your company and the operations team the
assistant will support.]
JOB SUMMARY
[Company Name] is hiring an Operations Assistant to keep daily operations
running smoothly. You will support the operations manager and the team
with scheduling, coordination, record-keeping, and supplies, helping the
business stay organized and efficient. This is a hands-on, generalist role
ideal for someone organized, dependable, and eager to learn.
KEY RESPONSIBILITIES
•Support daily operations and the operations manager
•Schedule, coordinate, and follow up across the team
•Maintain records, logs, files, and documentation
•Track inventory and order supplies
•Coordinate with vendors and other departments
•Prepare reports and update spreadsheets
•Help with onboarding and administrative tasks
•Identify and suggest small process improvements
REQUIRED QUALIFICATIONS
•High school diploma or equivalent; some college a plus
•Organized, detail-oriented, and dependable
•Comfortable with spreadsheets, email, and office tools
•Strong written and verbal communication
•Able to juggle tasks and meet deadlines
PREFERRED
•Prior administrative or operations experience
•Experience with the tools your team uses
COMPENSATION AND HOW TO APPLY
Pay rate: $_____ to $_____ per hour (non-exempt; overtime over 40 hours)
To apply, send your resume to __.
[Company Name] is an equal opportunity employer.
Template 2: Business Operations Assistant
A step up with more process, project, and reporting responsibility, and a classification note since the duties can edge toward analytical work.
Business Operations Assistant Job Description
BUSINESS OPERATIONS ASSISTANT JOB DESCRIPTION
Company: __
Location: __
Reports to: __ (Operations / Business Manager)
Employment type: [ ] Full-time [ ] Part-time
FLSA status: Non-exempt (hourly) [confirm classification by duties]
Pay rate: $_____ to $_____ per hour
JOB SUMMARY
[Company Name] is hiring a Business Operations Assistant to support the
day-to-day operations of the business with a focus on process,
coordination, and data. You will help keep workflows organized, track key
information, support cross-team projects, and assist with reporting, in a
role with a bit more analytical and process responsibility than a general
operations assistant.
KEY RESPONSIBILITIES
•Support business operations and cross-team workflows
•Coordinate projects and track progress and deadlines
•Maintain data, reports, and dashboards
•Document and help improve processes
•Coordinate with vendors, departments, and stakeholders
•Prepare summaries and operational reports
•Support scheduling, logistics, and record-keeping
REQUIRED QUALIFICATIONS
•Organized, analytical, and detail-oriented
•Comfortable with spreadsheets and reporting tools
•Strong communication and coordination skills
•Able to manage multiple priorities
PREFERRED
•Associate or bachelor's degree, or equivalent experience
•Prior operations, project, or business support experience
COMPENSATION AND CLASSIFICATION NOTE
Pay rate: $_____ to $_____ per hour
Classify by actual duties: most business operations assistants are
non-exempt and overtime-eligible unless they meet the full administrative
exemption test, including independent judgment on matters of significance.
This is general information, not legal advice.
To apply, send your resume to __.
[Company Name] is an equal opportunity employer.
Still Using Spreadsheets for Onboarding?
Automate documents, training assignments, task management, and track onboarding progress in real time.
For a small medical or dental practice: scheduling, supplies, and records so providers can focus on patients, with HIPAA handling of protected health information.
[Practice Name] is hiring an Operations Assistant to support the smooth
running of our clinic. You will help with scheduling, supplies, records,
and coordination so providers and staff can focus on patient care. The
role involves handling protected health information under our HIPAA
policies.
KEY RESPONSIBILITIES
•Support clinic scheduling and daily operations
•Coordinate supplies, equipment, and vendors
•Maintain records and documentation accurately
•Handle protected health information under HIPAA policies
•Support front-desk and administrative needs
•Help coordinate staff schedules and onboarding
•Prepare operational reports and track tasks
REQUIRED QUALIFICATIONS
•Organized, dependable, and discreet
•Comfortable with scheduling and office tools
•Understanding of patient privacy and HIPAA basics
•Strong communication and coordination skills
PREFERRED
•Healthcare or clinic operations experience
•Familiarity with practice-management systems
COMPENSATION AND HOW TO APPLY
Pay rate: $_____ to $_____ per hour
To apply, send your resume to __.
[Practice Name] is an equal opportunity employer.
Template 6: Operations Assistant (Nonprofit)
For mission-driven organizations: program coordination, events, and grant and donor administration support alongside operations.
Operations Assistant Job Description (Nonprofit)
OPERATIONS ASSISTANT JOB DESCRIPTION (NONPROFIT)
Organization: __
Location: __
Reports to: __ (Operations / Program Manager)
Employment type: [ ] Full-time [ ] Part-time
FLSA status: Non-exempt (hourly)
Pay rate: $_____ to $_____ per hour
JOB SUMMARY
[Organization Name] is hiring an Operations Assistant to support our
programs and day-to-day operations. You will help with scheduling, events,
record-keeping, grants and donor administration support, and coordination,
keeping our mission-driven work organized and efficient.
KEY RESPONSIBILITIES
•Support program and operational coordination
•Help organize events, meetings, and volunteers
•Maintain records, files, and databases
•Support grant and donor administration tasks
•Coordinate supplies, vendors, and logistics
•Prepare reports and track deadlines
•Assist with administrative and onboarding tasks
REQUIRED QUALIFICATIONS
•Organized, mission-oriented, and dependable
•Comfortable with databases and office tools
•Strong communication and coordination skills
•Able to manage multiple priorities
PREFERRED
•Nonprofit or program-support experience
•Familiarity with donor or grant systems
COMPENSATION AND HOW TO APPLY
Pay rate: $_____ to $_____ per hour
To apply, send your resume to __.
[Organization Name] is an equal opportunity employer.
FLSA and Classification
This is the part the generic templates skip, and it is the part that protects a small business: the FLSA classification of the role, the administrative-exemption trap, where the salary threshold stands, and the background-check question. Get the classification right and you avoid the most expensive mistake in hiring for this role.
FLSA: an operations assistant is almost always non-exempt
An operations assistant is generally a non-exempt, hourly employee entitled to overtime at one and a half times the regular rate for hours over 40 in a workweek. The role is support and coordination work without the independent authority that the white-collar exemptions require. Treating the position as hourly and overtime-eligible is the safe default, and it is what real postings for the role show. Track hours accurately, including any work outside scheduled time, and account for overtime. This is general information, not legal advice.
The administrative-exemption trap
The most common compliance mistake is classifying an operations assistant as an exempt administrative employee to avoid overtime. The administrative exemption requires all three of: a salary basis at or above the federal threshold, a primary duty of office work directly related to management or general business operations, and the exercise of discretion and independent judgment on matters of significance. Most operations assistants do not meet the discretion-and-judgment prong, because they coordinate and support rather than make significant independent decisions. Labeling the role administrative does not make it exempt. When the duties test is not clearly met, classify as non-exempt. This is general information, not legal advice.
The salary threshold and where it stands
Even when the duties test is met, the administrative exemption requires a salary at or above the federal threshold of $684 a week, which is $35,568 a year. A 2024 rule that would have raised this figure was struck down by a federal court in late 2024, so the 2019 threshold is what applies. Because an operations assistant near entry level often earns close to or below this figure, the salary test alone frequently rules out exemption. Some states, including California, New York, Washington, Colorado, and Alaska, set higher thresholds that apply on top of the federal one. Confirm the current federal and state figures before classifying. This is general information, not legal advice.
Background checks and access
Operations assistants often touch vendor accounts, financial records, scheduling systems, and sometimes sensitive data, so a background check is common and reasonable for the role, and real postings frequently require one. In a clinic or healthcare setting, the role also handles protected health information and falls under your HIPAA policies, training, and access controls. Decide what screening fits the access the role will have, state it in the posting, and build it into onboarding rather than discovering it after someone starts. This is general information, not legal advice.
The Administrative Exemption Has Three Prongs
To classify an operations assistant as exempt, the role must meet all three parts of the administrative exemption: a salary at or above $684 a week ($35,568 a year), office work tied to business operations, and the exercise of discretion and independent judgment on matters of significance. Most operations assistants fail the third prong and are therefore non-exempt. This is general information, not legal advice.
Operations assistants are hired for organization, reliability, and tool fluency more than formal credentials. Scale the requirements to the industry and level.
Requirement
What to look for
Education
High school diploma or equivalent; some college a plus
Organization
Detail-oriented, able to juggle tasks and deadlines
Tools
Spreadsheets, email, scheduling and office software
Communication
Clear written and verbal, coordinates across teams
Screening
Background check where the access warrants
Classification
Non-exempt, hourly; overtime over 40 hours a week
Keep the posting neutral and inclusive, since the EEOC prohibits job advertisements that show a preference based on a protected characteristic, and the SHRM guide covers the standard sections of a job description.
Operations Assistant Pay
Operations assistants are typically paid hourly, with pay varying by industry, region, and experience. Set your range using government benchmarks and adjust for your market.
Roughly $41,000 to $53,000 a Year
There is no separate federal occupation for operations assistant, so the closest proxies anchor the range: general office clerks had a median hourly wage of $20.97 in May 2024, and secretaries and administrative assistants a median of $47,460 a year. Market data for the role itself runs about $41,000 to $53,000.
Business operations assistant roles, which carry more analytical responsibility, tend to pay toward the higher end and beyond. Pay also runs higher in states with higher minimum wages and costs of living. Benchmark to your industry and local market, and post a competitive hourly range to attract organized, reliable candidates.
Hiring for a Small Business
The operations assistant is one of the most common early hires a growing small business makes: the owner, an office manager, or a COO brings someone on to take routine coordination and admin off their plate. That same person usually writes the posting, screens applicants, and onboards the new hire directly.
A Frequent, Repeatable Hire
Because an operations assistant is entry level and supports a growing business, it tends to be hired often, which makes a clean, repeatable hiring and onboarding process worth setting up once. That is where FirstHR fits: e-signature for the offer letter, onboarding checklists for I-9, W-4, and access setup, training modules for tools and any HIPAA basics for a clinic role, and an HRIS that records the role's FLSA non-exempt status alongside the employee record. Getting the classification recorded correctly from the start avoids the overtime mistakes that catch small employers. FirstHR is an onboarding and HR platform, not a payroll or legal-compliance system, so pair it with those providers. Applicant tracking is coming soon.
From Hiring to Onboarding
The job description is step one. Once a candidate accepts, the same document becomes the basis for the offer and a straightforward onboarding. Because this role is hired often and handles access to systems and records, a smooth, repeatable process pays off every time.
Send the offer
Confirm the hourly rate, non-exempt status, schedule, and start date in writing, with an offer letter the new hire can e-sign.
Run the onboarding checklist
I-9, W-4, any background-check consent, and a first-week checklist for systems, tools, and access the role needs.
Train on tools and process
Walk through the scheduling, records, and operational tools, plus any HIPAA training for a clinic role, with a signed acknowledgment.
Store the records
Keep the signed offer, onboarding forms, and the recorded FLSA classification organized and easy to find.
Once your offer is ready, the offer letter template handles the next step, and an onboarding template gives the new hire a structured start. FirstHR connects the offer, e-signatures, onboarding checklists, tool training, and document management in one place so a small business can manage the full process, with the FLSA classification recorded correctly, from one system. FirstHR is an onboarding and HR platform, not a payroll or legal-compliance tool, so connect those separately. Applicant tracking is coming soon to FirstHR.
Key Takeaways
An operations assistant is a generalist support role: scheduling, coordination, records, supplies, and vendor communication.
Use the template that matches your business: general, business operations, agency, e-commerce, clinic, or nonprofit.
The role is hourly and non-exempt, with market pay roughly $41,000 to $53,000 a year.
The most common mistake is classifying it as exempt administrative; most operations assistants fail the discretion-and-judgment test.
It is distinct from an administrative assistant (more clerical) and an operations coordinator (a higher-paying step up).
It is a frequent, repeatable hire, which makes a clean onboarding process worth setting up once.
Frequently Asked Questions
What does an operations assistant do?
An operations assistant supports the day-to-day running of a business, helping the operations manager and team stay organized and efficient. Day to day, that means scheduling and coordinating across the team, maintaining records, logs, and files, tracking inventory and ordering supplies, coordinating with vendors and other departments, preparing reports and updating spreadsheets, and helping with administrative and onboarding tasks. It is a generalist role, so the exact mix depends heavily on the size and type of the company. In a small business, an operations assistant often handles a wide range of tasks that keep operations moving, and may suggest small process improvements. The role is entry to mid level and hands-on rather than strategic. This is general information, not legal advice.
What is the difference between an operations assistant and an administrative assistant?
The two roles overlap but lean in different directions. An administrative assistant focuses on scheduling, documents, correspondence, front-desk duties, and executive support, with more gatekeeping and clerical work. An operations assistant leans toward coordination, logistics, records, and process support for the operations function, helping things run rather than mainly managing calendars and communications. In a small business the two can blur together, and one person may do both. For a job description, decide which emphasis you actually need: if the core need is calendar, correspondence, and front-desk support, that is an administrative assistant; if it is coordination, supplies, vendors, and keeping operations organized, that is an operations assistant. This is general information, not legal advice.
What is the difference between an operations assistant and an operations coordinator?
An operations coordinator is generally a step up from an operations assistant, with more ownership of coordination and process and a somewhat higher pay range. An operations assistant is the entry-to-mid-level support role: it assists the operations function with scheduling, records, supplies, and coordination. A coordinator typically owns specific processes or workflows more independently and may coordinate across more moving parts. The two are related roles on the same career ladder rather than synonyms, and they often have separate job postings and pay ranges. For hiring, choose the assistant level when you need support and task execution, and the coordinator level when you need someone to own and run defined processes. This is general information, not legal advice.
Is an operations assistant an entry-level job?
Yes, operations assistant is typically an entry-to-mid-level role. It usually requires a high school diploma or equivalent, with some college or an associate or bachelor's degree as a plus rather than a requirement, and prior administrative or operations experience preferred but not essential. The role is a common first step into operations and a path toward operations coordinator, specialist, and eventually operations manager. Because it is entry level and hands-on, it is well suited to organized, dependable people who are eager to learn, and it tends to be hired frequently, since it supports a growing business. For a small business, it is often the first operations hire made to take routine work off the owner or manager. This is general information, not legal advice.
Is an operations assistant exempt or non-exempt under the FLSA?
An operations assistant is almost always non-exempt and paid hourly, which means entitled to overtime at one and a half times the regular rate for hours over 40 in a workweek. The role is support and coordination work that generally does not meet the duties test for the administrative exemption, which requires the exercise of discretion and independent judgment on matters of significance, not just office work. A common and costly mistake is classifying the role as exempt administrative to avoid overtime when the duties do not actually qualify. The salary threshold of 684 dollars a week, or 35,568 dollars a year, must also be met for exemption, and many operations assistants earn near or below it. When in doubt, classify as non-exempt. This is general information, not legal advice.
How much does an operations assistant make?
Operations assistants are typically paid hourly, with pay varying by region, industry, and experience. Market data places the role roughly between 41,000 and 53,000 dollars a year depending on the source. The closest federal occupations are useful benchmarks: general office clerks had a median hourly wage of 20.97 dollars in May 2024, and secretaries and administrative assistants had a median annual wage of 47,460 dollars. There is no separate federal occupation code specifically for operations assistant, so these serve as proxies. Business operations assistant roles, which carry more analytical responsibility, tend to pay somewhat more. For a posting, benchmark to your industry and local market and post a competitive hourly range. This is general information, not compensation advice.
What skills does an operations assistant need?
An operations assistant needs strong organization, attention to detail, and the ability to juggle multiple tasks and deadlines at once. Communication skills matter, since the role coordinates across teams, vendors, and departments. Comfort with everyday office tools, especially spreadsheets, email, and scheduling or project software, is essential, and familiarity with the specific systems your business uses is a plus. Reliability and discretion are important because the role often touches records, vendor accounts, and sometimes sensitive information. Problem-solving and a willingness to learn round out the profile, since the work varies day to day. Formal qualifications are usually light: a high school diploma or equivalent, with prior administrative or operations experience preferred but not required. This is general information, not legal advice.
What should an operations assistant job description include?
Start with the industry and level: general, business operations, agency, e-commerce, clinic, or nonprofit, and assistant rather than coordinator. Include a short company summary, a job summary that names the operational support focus, and responsibilities grouped into scheduling and coordination, records and reporting, supplies and logistics, and support and improvement. State the requirements, which are usually light on formal credentials and heavy on organization and tool fluency, and name any background check. Set the FLSA non-exempt, hourly classification and a pay range. The most valuable additions that generic templates skip are the industry tailoring, the FLSA classification guidance, and the administrative-exemption caution. Close with an equal opportunity statement and clear apply instructions. This is general information, not legal advice.
