Administrative Operations Coordinator

About the Role

We are hiring a detail-oriented Administrative Coordinator to support multiple growing companies.

This is a hands-on, execution-heavy administrative role. A large portion of the day involves reviewing data, auditing reports, following checklists, resolving discrepancies, and coordinating across systems and teams. Accuracy, consistency, comfort with technology, and follow-through matter more than prior experience.

This role is ideal for someone who enjoys structured work, clear expectations, and being the person who keeps operations running smoothly behind the scenes.

Key Responsibilities

Recruiting & Onboarding Coordination

• Maintain recruiting pipelines
• Coordinate candidate communication and guide new hires through onboarding
• Schedule drug tests, background checks, and training sessions
• Work with onsite managers to understand hiring needs and plan accordingly
• Track hiring status and lead a monthly recruiting pipeline update with stakeholders
• Follow established onboarding SOPs, checklists, and templates

Payroll, Compliance & Insurance Administration

• Process weekly payroll for 80–120 employees across multiple entities
• Perform daily and weekly punch audits and investigate discrepancies
• Follow up persistently with employees and managers to resolve: Missed punches, Meal break corrections, Timecard inconsistencies
• Prepare weekly payroll summaries and report cash-flow needs to finance/ownership
• Coordinate state and federal wage garnishments, including setup, tracking, and compliance
• Support unemployment claims administration (tracking notices, deadlines, documentation)
• Assist with workers’ compensation and business insurance administration, including: Claim reporting, Employee/job classification tracking, Audit and renewal support, Coordination with brokers and carriers

Human Resources & Benefits Support

• Assist with benefits administration (medical, dental, vision, etc.)
• Support open enrollment and employee communications
• Track HR compliance deadlines and required documentation
• Coordinate with benefits vendors and external partners
• Maintain accurate employee records using established systems and templates

Technology & Systems

This role is highly systems-driven and requires comfort working across multiple tools every day.

You must be comfortable:

• Switching between systems throughout the day
• Learning new software quickly
• Keeping information accurate when it lives in multiple platforms

General Administrative & Compliance Support

• Perform daily administrative audits
• Compile reports, enter data, and maintain internal records
• Submit forms and documentation for internal and external processes
• Provide overflow customer service support (answering phones, routing inquiries)
• Support leadership and field teams with day-to-day administrative needs
• Maintain and update existing SOPs, templates, and checklists
• Flag recurring issues or inconsistencies for leadership review

What We’re Looking For

• Highly organized, detail-oriented, and dependable
• Comfortable with repetitive, checklist-based work
• Strong follow-up skills; willing to chase missing information until resolved
• Tech-savvy and confident learning new systems
• Comfortable handling confidential payroll and employee information
• Coachable, accountable, and consistent

Experience in admin, payroll, HR, logistics, or construction is a plus but not a requirement.

Job Type: Full-time

Pay: $22.00 - $28.78 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Our posted salary range for this role is $22-$29 per hour. Are you comfortable with this range?
• This role requires daily use of multiple software systems (email, Slack, phone systems, Airtable, multiple payroll systems, and proprietary tools). How comfortable are you learning and using new technology?
• This role requires regularly following up with employees and managers until missing information (time punches, documents, corrections) is resolved. How comfortable are you with persistent follow-up?

Work Location: In person