Operations & Administrative Coordinator

About the Opportunity

Our client is a well-established, family-owned service company seeking a detail-oriented and adaptable Operations & Administrative Coordinator to provide temporary coverage. This is a hands-on, highly collaborative role supporting daily operations, scheduling coordination, compliance reporting, and administrative functions within a fast-paced office environment.

This position is fully onsite Monday through Friday and offers the opportunity to potentially grow into a longer-term role based on business needs and performance.

Schedule

• Full-time, onsite. Monday – Friday. Typical hours: 7:30 AM – 4:00 PM

Position Overview

This role works closely with the operations and dispatch teams to coordinate scheduling, reporting, and service-related administrative tasks for field technicians servicing customer sites throughout the North Bay. The ideal candidate is organized, proactive, flexible, and comfortable managing multiple moving pieces in a fast-paced environment.

The company services a large client base that includes municipalities, government agencies, and commercial accounts. Attention to detail and strong follow-through are critical to success in this role.

Key Responsibilities

• Coordinate scheduling and administrative support for field technicians and service-related projects
• Work closely with dispatch to ensure service calls, testing schedules, and maintenance reporting are completed accurately and on time
• Prepare and maintain operational, compliance, and service reports
• Track work orders, maintenance documentation, and testing records
• Support customer communication and internal coordination efforts
• Assist with invoicing, work order management, and data entry
• Maintain organized records and documentation within company systems
• Provide general office and administrative support as needed

Potential Additional Responsibilities (Long-Term)

• Accounts payable processing
• Bank and credit card reconciliations
• Payroll support
• Certified payroll compliance/auditing
• Occasional 401(k) audit assistance

Qualifications

• Previous administrative, operations coordination, project coordination, or office support experience required
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities and deadlines simultaneously
• Comfortable working in a fast-paced, team-oriented environment
• Strong communication and problem-solving skills
• Proficiency with Microsoft Office and general computer systems
• Experience with QuickBooks and/or dispatching software is a plus
• Ability to learn new systems quickly

Work Environment

• Casual, team-oriented office environment
• Dog-friendly workplace
• Long-standing and stable company with a collaborative culture

Assignment Duration

Temporary coverage expected for approximately 2–3 months, with the possibility of extension or long-term consideration depending on business needs.

Comp: $29-34/Hour DOE