Founding People & Administrative Operations Specialist

Company: ClothME Location: Austin, Texas, USA Employment Type: Full-Time Work Arrangement: On-site / Hybrid Reports To: Founder & CEO Compensation: Competitive Base Salary + Equity Eligibility Relocation Assistance: May be available

About ClothME

ClothME is building a better way for people to discover and shop for fashion.

We're creating a fit-first fashion marketplace that helps people discover clothing likely to fit them and their families, while helping fashion brands, boutiques, and retailers reach relevant shoppers.

Our platform brings together personalized fit intelligence, product discovery, merchant technology, and creator-driven commerce to make fashion shopping more convenient, personalized, and accessible.

For fashion businesses, ClothME provides an opportunity to acquire new customers, increase online and in-store sales, and reduce fit-related returns through a performance-based model.

There are no setup, subscription, or listing fees. ClothME earns a commission when it generates a sale.

Our long-term vision is to become the operating system for fashion retail.

We're an early-stage technology company with ambitious plans to grow across North America and eventually expand internationally.

We're looking for a Founding People & Administrative Operations Specialist who wants to help build a supportive, organized, and efficient workplace as ClothME grows.

About the Role

As a Founding People & Administrative Operations Specialist, you'll help establish and maintain the people and administrative processes that support ClothME's employees and day-to-day business operations.

You'll work directly with our Founder and CEO and collaborate with employees, hiring teams, external service providers, and professional advisers.

This is a hands-on position combining recruitment coordination, employee onboarding, people administration, payroll and benefits coordination, office operations, vendor administration, and employee experience.

You'll help ensure that every employee has a positive experience from their first interaction with ClothME through onboarding, professional development, and day-to-day employment.

You'll also help build the internal administrative systems that allow our teams to focus on developing products, serving customers, and growing the company.

We're not looking for someone who simply processes paperwork.

We want someone who enjoys helping people, creating organized systems, solving problems, and building an excellent workplace.

This role does not require you to act as an accountant, attorney, or senior HR executive. You'll coordinate with qualified professionals whenever specialized legal, accounting, employment, or compliance expertise is needed.

As ClothME grows, you'll have opportunities to develop professionally, take on broader responsibilities, and contribute to building our future people and administrative operations.

Your Mission

Help create a workplace where talented people feel supported, administrative processes work efficiently, and ClothME can recruit, onboard, and retain exceptional employees as the company grows.

What You'll Do

Recruitment Coordination & Candidate Experience

Help support ClothME's recruitment efforts and create an excellent experience for prospective employees.

Responsibilities include:

• Coordinate job postings across approved recruitment platforms.
• Maintain accurate applicant and recruitment records.
• Review incoming applications for completeness and route them to the appropriate hiring team.
• Schedule interviews and coordinate candidate availability.
• Communicate professionally with applicants throughout the recruitment process.
• Help organize candidate assessments and interview materials.
• Coordinate reference checks when requested.
• Track recruitment progress and hiring timelines.
• Maintain candidate communication templates and recruitment documentation.
• Identify opportunities to improve the hiring experience.
• Help ensure applicants receive timely and respectful communication.
• Support the administration of job offers and employment documentation.

Hiring decisions remain with the Founder and relevant hiring teams.

Employee Onboarding & Offboarding

Help employees have a smooth and welcoming experience when joining or leaving ClothME.

Responsibilities include:

• Develop and maintain employee onboarding checklists.
• Coordinate new hire documentation.
• Help employees complete required employment forms.
• Arrange equipment, software access, and workspace setup with the appropriate teams.
• Coordinate introductory meetings and onboarding schedules.
• Help employees understand company policies and available resources.
• Track completion of onboarding activities.
• Collect feedback about the onboarding experience.
• Identify opportunities to improve onboarding processes.
• Coordinate employee offboarding administration.
• Help ensure equipment and access are handled appropriately during departures.
• Maintain accurate onboarding and offboarding records.

People Administration & Employee Records

Help maintain accurate, secure, and organized employee information.

Responsibilities include:

• Maintain employee records in approved systems.
• Process routine employee information updates.
• Track employment documentation and administrative requirements.
• Support employee leave and time-off administration.
• Maintain organized personnel files.
• Help coordinate employee policy acknowledgements.
• Respond to routine employee administrative questions.
• Escalate sensitive employment matters to the appropriate internal decision-maker or qualified adviser.
• Support confidentiality and appropriate access controls.
• Help maintain consistent people administration practices as the team grows.

Payroll & Benefits Coordination

Support reliable payroll and employee benefits administration.

Responsibilities include:

• Coordinate with external payroll providers.
• Collect and verify routine payroll-related information.
• Track approved employee compensation and employment changes.
• Help ensure payroll deadlines are met.
• Maintain accurate payroll administration records.
• Coordinate employee benefits enrollment where applicable.
• Help employees access relevant benefits information.
• Support routine payroll and benefits inquiries.
• Coordinate corrections with authorized providers.
• Maintain organized payroll and benefits documentation.
• Escalate tax, employment law, or compliance questions to qualified professionals.

This position coordinates payroll and benefits administration but does not independently determine tax treatment or provide regulated financial advice.

Employee Experience & Workplace Culture

Help create a positive, inclusive, and productive working environment.

Responsibilities include:

• Support employee engagement and internal communication initiatives.
• Help organize team meetings, company gatherings, and employee activities.
• Coordinate employee recognition initiatives.
• Gather feedback about workplace and administrative experiences.
• Help identify opportunities to improve the employee experience.
• Support learning and development coordination.
• Maintain accessible employee information and resources.
• Help new employees feel welcomed and connected.
• Promote professional, respectful workplace interactions.
• Support the implementation of company policies and workplace initiatives.
• Help foster a culture of ownership, collaboration, and continuous improvement.

Office & Workplace Administration

Help ensure ClothME's Austin workplace operates efficiently.

Responsibilities include:

• Coordinate day-to-day office administrative needs.
• Maintain office supplies and equipment inventories.
• Coordinate office service providers and maintenance requests.
• Help organize meeting rooms and shared workspaces.
• Support employee workspace setup.
• Coordinate office access and visitor procedures.
• Maintain office-related records and documentation.
• Assist with workplace events and internal meetings.
• Track office-related administrative expenses.
• Identify opportunities to improve workplace efficiency.
• Coordinate workplace safety matters with appropriate service providers and advisers.

Vendor & Administrative Service Coordination

Help manage relationships with external administrative providers.

Responsibilities include:

• Maintain records of approved service providers.
• Track contracts, subscriptions, and renewal dates.
• Coordinate routine vendor communications.
• Support approved purchasing requests.
• Collect quotations and compare service options.
• Help monitor service delivery and vendor responsiveness.
• Coordinate administrative service issues.
• Maintain organized vendor documentation.
• Track recurring administrative costs.
• Identify opportunities to simplify or consolidate administrative services.

Finance & Expense Administration

Support basic administrative financial processes while working with the company's accountants and finance providers.

Responsibilities include:

• Organize invoices, receipts, and expense documentation.
• Track approved administrative purchases.
• Coordinate approved invoice payments.
• Maintain expense records.
• Assist with recurring administrative expense reports.
• Support reimbursement administration.
• Coordinate documentation requested by accountants and bookkeepers.
• Help maintain accurate purchasing records.
• Track software subscriptions and administrative renewals.
• Identify opportunities to improve expense documentation and efficiency.

This position does not replace professional accounting, bookkeeping, or financial leadership.

People Operations Systems & Process Improvement

Help establish practical systems that support employees and reduce unnecessary administrative work.

Responsibilities include:

• Develop reusable administrative checklists and templates.
• Document recruitment and employee onboarding processes.
• Improve employee recordkeeping workflows.
• Support implementation of HR and administrative software.
• Identify opportunities for appropriate automation.
• Maintain internal people operations documentation.
• Help improve consistency across recurring administrative activities.
• Support secure handling of employee and applicant information.
• Evaluate administrative tools based on usefulness and efficiency.
• Recommend process improvements based on employee feedback and operational needs.

International People & Administrative Support

As ClothME expands into new markets, help coordinate administrative requirements across locations.

Responsibilities may include:

• Support international recruitment scheduling and coordination.
• Help organize country-specific employee onboarding requirements.
• Coordinate with external employment and payroll providers.
• Support employee relocation administration.
• Maintain organized international employment documentation.
• Help coordinate administrative setup for new offices.
• Support consistent employee communication across locations.
• Help document differences in local administrative requirements.
• Coordinate with qualified local advisers when needed.

International responsibilities will develop as the company grows and enters additional markets.

Required Qualifications

We're interested in practical experience, excellent organizational ability, strong communication, and a genuine commitment to supporting employees.

You should have:

• 3+ years of experience in people operations, HR administration, recruitment coordination, office administration, business administration, or a related field.
• Experience coordinating employee or recruitment processes.
• Strong organizational and administrative skills.
• Excellent written and verbal communication.
• Strong attention to detail and accuracy.
• Experience maintaining confidential records.
• Ability to coordinate multiple activities and deadlines.
• Proficiency with spreadsheets and business productivity tools.
• Good interpersonal and problem-solving skills.
• Ability to communicate professionally with employees, candidates, and service providers.
• Comfortable learning new software and administrative systems.
• Ability to work independently and take ownership of assigned responsibilities.
• Sound judgment when handling sensitive information.
• Willingness to adapt in a growing company.
• Interest in technology startups and employee experience.

A specific degree is not required if you can demonstrate relevant experience and capability.

Preferred Qualifications

Experience with any of the following would be an advantage:

• Early-stage technology companies.
• Recruitment and applicant tracking systems.
• Employee onboarding and offboarding.
• HR information systems.
• Payroll administration.
• Employee benefits coordination.
• Office and workplace operations.
• Expense and vendor administration.
• Employee engagement programs.
• Administrative process automation.
• Employment documentation.
• International employee administration.
• Experience working with external payroll, accounting, or HR providers.
• Supporting growing teams across multiple locations.

Tools & Technology

You don't need experience with every tool listed below. We value strong administrative fundamentals and the ability to learn new systems quickly.

Recruitment & Applicant Tracking

• Applicant tracking systems (ATS)
• Indeed Employer
• LinkedIn recruitment tools
• Greenhouse, Lever, or comparable platforms

People Operations & Payroll

• Gusto
• Rippling
• BambooHR
• Comparable HR and payroll systems

Finance & Expense Administration

• QuickBooks
• Expense management tools
• Google Sheets
• Microsoft Excel

Productivity & Documentation

• Google Workspace
• Microsoft Office
• Notion
• Slack

Scheduling & Communication

• Google Calendar
• Calendly
• Zoom
• Google Meet
• Loom

Project & Administrative Coordination

• Linear
• Asana
• ClickUp
• Comparable project management tools

Automation & AI

• Zapier
• Make
• ChatGPT
• AI-assisted administrative tools

Experience with equivalent tools is welcome.

What Success Looks Like

First 30 Days

• Understand ClothME's mission, company structure, and initial hiring priorities.
• Review existing recruitment and administrative processes.
• Become familiar with approved payroll, HR, and administrative service providers.
• Identify gaps in recruitment coordination and employee onboarding.
• Begin organizing candidate and employee records.
• Establish clear tracking for recurring administrative tasks.
• Recommend immediate improvements to people and office administration.

First 90 Days

• Establish consistent recruitment scheduling and candidate communication processes.
• Develop reliable employee onboarding and offboarding checklists.
• Improve organization of employee and administrative records.
• Support timely payroll and benefits coordination.
• Establish practical vendor and expense tracking processes.
• Help improve the Austin office's day-to-day administration.
• Develop reusable administrative documentation.
• Identify opportunities to reduce repetitive administrative work.

First 12 Months

• Help establish dependable people and administrative operations.
• Support efficient recruitment as ClothME expands its founding team.
• Create a consistent and welcoming employee onboarding experience.
• Maintain accurate and secure employee records.
• Support reliable payroll and benefits administration.
• Improve workplace and vendor coordination.
• Develop scalable administrative processes.
• Contribute to a positive employee experience.
• Help prepare people operations for additional employees and future locations.

How Performance Will Be Measured

We believe successful people and administrative operations should make employees feel supported while helping the company operate reliably and efficiently.

Performance may be evaluated through:

Recruitment Administration

• Timeliness of interview scheduling.
• Candidate communication quality.
• Accuracy of recruitment records.
• Completion of recruitment coordination tasks.
• Candidate experience feedback.

Employee Onboarding & Experience

• Onboarding completion rates.
• Timeliness of employee setup.
• Employee onboarding satisfaction.
• Accuracy of employee documentation.
• Responsiveness to administrative requests.

Payroll & Benefits Coordination

• Timely submission of payroll information.
• Accuracy of administrative payroll records.
• Completion of benefits enrollment coordination.
• Resolution of routine payroll and benefits issues.
• Quality of coordination with external providers.

Office & Administrative Operations

• Timely completion of administrative tasks.
• Accuracy of expense and vendor records.
• Reliability of office operations.
• Quality of workplace support.
• Cost-conscious use of administrative resources.

Process Improvement

• Administrative processes documented or improved.
• Reduction in repetitive manual work.
• Adoption of useful administrative tools.
• Accuracy and accessibility of internal documentation.
• Protection of confidential information.

Specific targets will be established based on ClothME's priorities, available resources, and stage of growth.

Who Will Thrive Here

You'll likely enjoy this role if you:

• Genuinely enjoy helping people.
• Are naturally organized and dependable.
• Take pride in getting details right.
• Communicate clearly and professionally.
• Enjoy building processes that make work easier.
• Handle confidential information responsibly.
• Take initiative without constant supervision.
• Are comfortable coordinating multiple priorities.
• Enjoy working with founders and small teams.
• Stay calm when handling administrative challenges.
• Value collaboration and respectful communication.
• Are comfortable working in an early-stage company.
• Want to help create a workplace where people can grow and succeed.

We're looking for someone who is thoughtful, trustworthy, proactive, and committed to building a positive employee experience.

Compensation & Benefits

ClothME aims to provide competitive compensation and opportunities for professional development.

Depending on eligibility and finalized company policies, benefits may include:

• Competitive base salary.
• Equity participation for eligible employees.
• Health, dental, and vision benefits.
• Paid time off and company holidays.
• Flexible working arrangements.
• Learning and professional development opportunities.
• Modern work equipment.
• Relocation assistance where applicable.
• Long-term career development opportunities.

Final compensation and benefits will be communicated during recruitment.

Career Growth & Development

This is a founding position with opportunities to grow as ClothME expands.

As the company develops, opportunities may emerge across people operations, employee experience, recruitment, workplace operations, and international employee administration.

Depending on your interests, performance, and company needs, potential career paths include:

• Senior People & Administrative Operations Specialist
• People Operations Lead
• People Operations & Administration Lead
• Director of People Operations
• Director of People & Administration
• VP of People Operations
• Chief People Officer

These are potential career paths, not guaranteed promotions.

We believe advancement should reflect demonstrated results, collaboration, leadership ability, sound judgment, and the evolving needs of the business.

Employees who prefer to remain individual contributors should also have opportunities to develop professionally without moving into people management.

We want people who join ClothME early to have the opportunity to grow alongside the company.

Interview Process

Our interview process focuses on practical experience, organizational ability, communication, judgment, and the ability to support employees effectively.

Stage 1 — Initial Conversation

Discuss your background, people operations experience, administrative skills, and interest in ClothME.

Stage 2 — Founder Interview

Meet with the Founder to learn about ClothME's mission, team culture, hiring priorities, and administrative needs.

Stage 3 — People & Administrative Operations Discussion

Walk us through recruitment processes, employee onboarding, administrative systems, or workplace improvements you've personally helped coordinate.

Stage 4 — Practical Administrative Scenario

Complete a focused, job-relevant exercise involving a realistic recruitment, employee onboarding, payroll coordination, or administrative challenge.

We aim to respect candidates' time and avoid unnecessarily lengthy assignments.

Stage 5 — Collaboration & Values Interview

Discuss your approach to confidentiality, communication, employee support, teamwork, prioritization, and problem-solving.

Stage 6 — References & Offer

For shortlisted candidates, complete reference checks and discuss compensation, responsibilities, and next steps.

Why Join ClothME?

At ClothME, you'll have the opportunity to help build the people and administrative foundation of a growing fashion technology company.

You'll work directly with the Founder and collaborate with employees across Engineering, Product, Growth, Merchant Partnerships, Creator Partnerships, Customer Experience, and Business Operations.

Your work will help create a workplace where talented people feel supported, recruitment runs smoothly, and administrative processes allow teams to focus on meaningful work.

You'll have opportunities to contribute ideas, improve systems, take ownership of important responsibilities, and grow professionally as the company expands.

We're building a team that values ownership, curiosity, collaboration, accountability, and continuous improvement.

If you're excited about supporting people, creating efficient systems, and helping build a technology company with global ambitions, we'd love to hear from you.

Join us in building a better future for fashion commerce.

Equal Opportunity

ClothME is committed to providing equal employment opportunities.

We welcome qualified applicants from diverse backgrounds and evaluate candidates based on their skills, experience, and ability to contribute to our mission.

Reasonable accommodations are available throughout the recruitment process.

How to Apply

Apply through the ClothME Careers page:

https://clothme.io/careers

Please include your resume and, if available, examples of recruitment processes, employee onboarding initiatives, administrative systems, or workplace improvements you've helped develop.

We'd especially love to learn about an administrative or employee experience process you personally improved, how you approached it, and the results you achieved.