Operations Coordinator

Overview

We are seeking an energetic and highly organized Operations Coordinator to join our dynamic team. In this vital role, you will oversee a wide range of administrative, financial, and operational functions to ensure our daily activities run smoothly and efficiently. Your proactive approach, combined with exceptional communication skills and technical proficiency, will help streamline processes, manage vendor relationships, and support team management efforts. This position offers a fantastic opportunity to contribute to a fast-paced environment where your organizational skills and attention to detail will make a significant impact.

Responsibilities

Executive & Operational Support

• Provide high-level operational and administrative assistance to executive staff and project leads.
• Maintain flexibility to handle time-sensitive executive tasks, ad-hoc projects, and urgent operational needs.
• Maintain availability during standard office hours, with required availability after hours as operational demands arise.

2. Bid & Proposal Monitoring

• Continuously track, monitor, and organize incoming bid opportunities and solicitation listings.
• Compile and maintain a master calendar of pending bids requiring formal proposals.
• Liaise with internal teams to gather necessary documentation and ensure all submission deadlines are strictly met.

3. HR Pre-Screening & Recruitment Coordination

• Monitor, review, and organize incoming job applications across active postings.
• Conduct initial phone pre-screenings and evaluate applicant qualifications against open position requirements.
• Coordinate interview schedules and assist in maintaining active, accurate job postings across recruiting platforms.

4. Financial & Timecard Verification

• Audit and verify weekly employee/contractor timecards for accuracy prior to payroll processing.
• Cross-reference work logs, billing details, and vendor invoices to ensure accurate client invoicing and expense reporting.
• Compile daily and weekly financial/operational summary reports for management review.

5. Social Media & Brand Monitoring

• Oversee and publish content across company social media channels.
• Monitor online accounts, direct messages, and comments, routing inquiries to appropriate departments promptly.
• Assist in maintaining brand consistency across all public platforms.

6. Cross-Functional Operations & Coverage

• Learn core operational functions—including Dispatch—to step in and manage duties seamlessly when coverage is required due to volume or staff absence.
• Execute various operational, analytical, and logistics support tasks as needed to maintain uninterrupted business workflow.
• Coordinate daily office operations, including scheduling, calendar management, and front desk duties such as multi-line phone systems and client communication
• Manage vendor relationships by overseeing procurement processes, vendor management, and ensuring timely delivery of supplies and services
• Support human resources functions including onboarding, training & development, payroll processing, and handling confidential employee information
• Assist with event planning for company meetings, staff events, and community outreach initiatives
• Maintain accurate bookkeeping records using accounting software such as QuickBooks or similar financial software
• Oversee office management tasks including filing, record keeping, and managing confidential information with discretion
• Prepare reports using Microsoft Office tools like spreadsheets for budgeting, financial tracking, and data analysis
• Supervise team members involved in clerical tasks or administrative support roles to ensure high standards of customer service and operational efficiency

Requirements

• Proven experience in office management or administrative roles with strong organizational skills
• Demonstrated supervisory experience with the ability to lead teams effectively
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with spreadsheets for data organization and analysis
• Experience with accounting or bookkeeping software such as QuickBooks or similar platforms
• Knowledge of human resources processes including payroll administration and employee onboarding
• Excellent communication skills with professional phone etiquette and client interaction capabilities
• Ability to handle confidential information responsibly while maintaining high levels of accuracy
• Strong multitasking abilities with experience managing schedules, calendars, and multiple priorities simultaneously
• Prior experience in event planning or project coordination is highly desirable
• Technical proficiency in office equipment (multi-line phones, printers) along with general office experience in a fast-paced environment

Join us as an Operations Coordinator to play a pivotal role in supporting our organization’s success! Your dedication to excellence will help foster a productive workplace where efficiency meets exceptional service.

Pay: From $17.00 per hour

Expected hours: 35.0 – 50.0 per week

Benefits:

• Paid time off

Work Location: In person