Operations Associate

LighthouseAI provides pharmaceutical state licensing software and services to pharmaceutical manufacturers, wholesale distributors, logistics companies, and pharmacies. The LighthouseAI product suite includes LighthouseAI Intelligence®, which uses artificial intelligence to automate compliance requirement research, and LighthouseAI Management® which enables maintenance. LighthouseAI creates a stress-free and streamlined state licensing experience with support from our expert industry veterans and professional solutions.

Reporting to the Senior Operations Manager, the Operations Associate supports operational excellence across internal departments by coordinating project launches, managing client onboarding, facilitating cross-functional communication, and supporting ongoing operational processes. This role ensures that launches and client onboarding occur effectively and on schedule, allowing both internal teams and clients to experience a smooth and structured start to each engagement.

The ideal candidate is organized, proactive, detail-oriented, and able to balance internal coordination with client-facing responsibilities.

This is a full-timeremote position.
Working Hours: Monday-Friday 8am-4:30pm ET

Essential Duties and Responsibilities:

1. Project Launch Ownership

• • Manage the full project launch lifecycle, ensuring deliverables and timelines are clearly defined and communicated.
  • Coordinate launch activities to ensure timely initiation of work across cross-functional internal teams.
  • Maintain and improve launch tracking tools to provide accurate visibility into progress and dependencies.
  • Create, assign, track, and close JIRA tickets associated with launch activities.
  • Identify risks or delays early and escalate them appropriately to keep launches on track.

2. Client Onboarding & External Communication

• • Lead the client onboarding process from project launch through initial sales handoff to internal departments for services.
  • Send project launch communications, introduce appropriate internal stakeholders, and outline onboarding expectations for clients.
  • Schedule and facilitate kickoff meetings with clients, ensuring clear communication of timelines, deliverables, and responsibilities.
  • Maintain timely follow-up and consistent communication with clients throughout the onboarding phase.
  • Serve as the primary client contact during launch and onboarding until the project transitions to long-term ownership by the designated internal team.

3. Cross-Functional Coordination

• • Serve as an operational liaison between cross-functional internal teams to ensure clarity, alignment, and smooth handoffs.
  • Communicate updates, risks, requirements, and next steps across teams in an organized and timely manner.
  • Support internal meetings by capturing action items and ensuring follow-up until completion.

4. Operational Support & Process Alignment

• • Support the Senior Operations Manager in standardizing workflows and improving operational processes across internal departments.
  • Monitor operational activities to identify inefficiencies or bottlenecks and recommend process improvements.
  • Assist in operational readiness activities for new initiatives, enhancements, or cross-team projects.

5. Administrative & Strategic Support

• • Manage documentation, internal communication materials, and other operational documents using Microsoft Office tools.
  • Lead and support special projects assigned by leadership, demonstrating flexibility, ownership, and initiative in support of organizational priorities.
  • Assist with ad-hoc tasks and operational needs that support day-to-day efficiency and long-term organizational goals.

Work Experience Qualifications:

• Bachelor’s degree or minimum of two (2) years of experience in drug supply chain, pharmacy regulatory affairs, healthcare compliance, or related operational roles.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Experience using JIRA or similar task/project tracking tools.
• Strong written and verbal communication skills, with the ability to stay highly organized, manage time effectively, prioritize work, meet deadlines, and maintain consistent follow-up and task coordination with accuracy and attention to detail.
• Proactive, self-motivated, and accountable, with the ability to work collaboratively across internal departments and engage confidently in client-facing interactions.

Compensation:

• Salary Range: $60,000-$70,000

Benefits:

• Health, Dental, Vision Insurance
• STD, LTD, Life Insurance
• 401(k)
• PTO and Paid Holidays