Our client is moving forward with hiring an Administrative Operations Coordinator to support their team. This role is administrative-first, with a strong focus on supporting operational coordination and execution.
The goal is to bring in someone who can handle core administrative responsibilities while also ensuring day-to-day coordination across field operations and purchasing runs smoothly.
Core Responsibilities:
Administrative Support (Primary Focus)
- Manage calendars, scheduling, and meeting coordination
- Organize documentation, reports, and internal records
- Assist with general office and administrative tasks across teams
- Support leadership with day-to-day administrative needs
Field Operations Coordination (Support Role)
- Assist in scheduling technicians and coordinating service/install work
- Help confirm site access and logistics with clients/buildings
- Track job progress and maintain updates in internal systems
- Flag delays or issues to the appropriate team members
Purchasing & Vendor Support (Support Role)
- Process and track purchase orders
- Monitor equipment orders and deliveries
- Follow up with vendors on ETAs and order status
- Maintain organized vendor and order records
Workflow & System Support
- Maintain Smartsheet (or similar tools) with accurate, up-to-date information
- Ensure tasks and job updates are properly logged and organized
- Support overall workflow visibility and organization
Communication & Coordination
- Triage incoming emails and route appropriately
- Draft responses for routine administrative and operational matters
- Coordinate across internal teams to support smooth execution
Follow-Through & Organization
- Track open items and ensure timely follow-up
- Support teams in keeping tasks organized and moving forward
- Help maintain accountability across ongoing work
Profile:
We are looking for someone highly organized, responsive, and detail-oriented, with the ability to support multiple teams. This role requires someone who can handle administrative responsibilities efficiently while also contributing to operational coordination.
Goal of the Role:
Provide strong administrative support while improving organization, visibility, and follow-through across day-to-day operations.
Patti Richards