Operations Coordinator

We are looking for a proactive, high-energy Operations Coordinator to be the heartbeat of our staffing agency. In this role, you won't just be managing a physical space; you'll also provide administrative support to our internal team. You will ensure our internal operations are seamless so our team can focus on what they do best: connecting great talent with great companies.

Key Responsibilities

• Financial Administration: Manage office expenses, vendor invoicing, and payment tracking. Notify the manager and the accounting manager of pending or overdue invoices.
• Office and Equipment Management: Maintain an efficient, well-run office environment. Coordinate basic IT troubleshooting, manage office supplies, and track equipment inventory.
• Facilities Management: Maintain lease documentation for multiple office locations and build working relationships with building management teams.
• Administrative Support: Provide day-to-day administrative support across the organization as needed.
• Commercial Insurance: Track, update, and distribute Certificates of Insurance in response to client requests.
• Corporate Compliance: Manage corporate registrations and business licenses to ensure ongoing compliance.
• Business Development Support: Assist the Business Development Manager with creating and editing PowerPoint presentations and other client-facing materials.
• RFP Support: Support the RFP process by gathering and organizing required company, client, and employee information.
• Client Portals: Register the company in new prospective client portals and maintain existing registrations with accurate, up-to-date information.
• Website Oversight: Act as the internal point of contact for the company website managed by a third-party vendor.

What You Bring to the Table

• Relevant Experience: At least 2 years of experience in an office management or administrative role, ideally within staffing, HR, or a sales-driven environment.
• Organization and Prioritization: Strong ability to juggle multiple priorities in a fast-paced environment while maintaining attention to detail.
• Technical Skills: Advanced proficiency in Microsoft Office 365, with experience using Applicant Tracking Systems or CRM platforms.
• Confidentiality: Proven ability to handle sensitive employee and company information with discretion and professionalism.
• Communication Skills: A natural people person who can communicate clearly and professionally with individuals at all levels, from candidates to senior leadership.