Operations Assistant

About Us
We are a med-tech company leveraging cutting-edge AI to build scalable regulatory-grade tools for video-based motor assessments. As part of our growing technical team were looking for a versatile and driven Machine Learning Engineer to help build and maintain a robust framework for developing testing and deploying ML models.

About the Role

Were looking for a detail-oriented proactive and highly organised Product & Operations Assistant to support our product and clinical study operations.
Youll work closely with the operations team to ensure smooth coordination between internal teams external partners and clinical sites using the Kelvin platform.
This is a dynamic role that combines customer support training day-to-day operations and light product operations. Ideal for someone who enjoys managing multiple stakeholders learning about digital health technologies and contributing to a product that directly supports clinical research and care.

Key Responsibilities:
Customer & Site Support

• Act as a first point of contact for investigators site staff and clinical study coordinators using the Kelvin platform.
• Manage and respond to user support requests (by email or video call) with professionalism and empathy.
• Troubleshoot basic app or portal issues and escalate technical problems when needed.
• Maintain logs of incoming queries and resolutions for quality tracking.

Training & Onboarding

• Lead or co-host virtual training sessions for new sites and users (via Zoom or Google Meet).
• Prepare and update training materials including slide decks and demo videos.
• Monitor ongoing communications and action items following up promptly with anyone who hasnt responded or completed required steps and keep documentation current.

Operational & Administrative Support

• Update spreadsheets trackers and documentation related to ongoing projects.
• Review and handle long detailed clinical and regulatory documents (e.g. IRB materials) with a very high level of accuracy and attention to detail.
• Assist with preparing client-facing materials using tools like Figma Canva or Adobe.
• Assist in day-to-day operations and admin activities.
• Learn and understand the Kelvin platform (Reach Clinic Cloud etc.) to effectively support users and internal workflows.

Requirements:
Essential

• Strong written and verbal communication skills with a clear and professional tone.
• Excellent organisational skills and attention to detail.
• Confidence in running online meetings and engaging with customers or clinical professionals.
• Comfortable working with complex and lengthy documents where accuracy is critical.
• Be flexible to occasionally adjust working hours (once or twice a week) to support US-based customers with a late start the following day.

Desirable

• Experience in digital health clinical trials or SaaS customer support.
• Familiarity with Jira Confluence or similar project management systems.
• Experience preparing training or onboarding materials.
• Basic experience with Figma Canva or Adobe for visuals or short videos.
• Fluency in any of these languages is a plus: Brazilian Portuguese LATAM Spanish.

Personality & Work Style

• Reliable resourceful and comfortable taking ownership of tasks.
• Curious and eager to learn new tools and systems.
• Warm patient communicator. Must be able to make complex things simple for users.
• Collaborative team player with initiative.

What We Offer

• Competitive compensation and benefits
• Flexible and remote-friendly work environment
• Opportunity to work on impactful problems in digital health
• A fast-paced supportive team culture focused on innovation and collaboration