Administrative Operations Coordinator

We are seeking a highly organized and detail-oriented Administrative Operations Coordinator to support daily operational and administrative functions within our company. This role assists with vendor documentation, portal updates, compliance tracking, executive administrative support, and provides backup support for the front desk. This is a hands-on coordination role ideal for someone who is organized, responsive, and comfortable managing documentation, online systems, and occasional receptionist duties.

Key Responsibilities

Portal & Documentation Support

• Assist with maintaining company information in customer and vendor portals
• Upload required documents (insurance certificates, W-9s, licenses, etc.)
• Monitor portal notifications and flag deadlines to management
• Support completion of prequalification applications as directed

Vendor & Insurance Coordination

• Request and track Certificates of Insurance (COIs)
• Assist with vendor onboarding paperwork
• Submit and manage W-9 requests
• Maintain organized digital records of compliance documents

License & Registration Tracking

• Track company license and registration renewal dates
• Prepare renewal paperwork for review and submission
• Maintain internal compliance calendar

Executive & Administrative Support

• Provide administrative support to the President, Vice President, and HR
• Assist with document preparation and correspondence
• Help coordinate internal reports and company documentation

Reception & Office Support

• Serve as backup for the receptionist when needed by answering phones
• Prepare and send company mailings or packages as requested

Qualifications

• 2–5 years administrative or operations support experience
• Strong organizational skills and attention to detail
• Proficiency in Microsoft Office and web-based systems
• Ability to manage multiple deadlines
• Professional communication skills

Pay: $24.00 - $29.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person