Operations Coordinator

NOTE: This is a full-time, hourly position and will be on-site in our Franklin, TN office 5 days per week.

Position Summary: The Operations Coordinator provides comprehensive administrative support to the Operations department. This role is responsible for managing fleet administration, operational reporting, compliance tracking, and administrative coordination across multiple departments. This position ensures accurate reporting, maintains databases, monitors vehicle maintenance and spend, coordinates insurance and accident follow-ups, and supports field leaders through standardized reporting and documentation updates. This role requires strong organizational skills, analytical thinking, attention to detail, and the ability to manage multiple priorities in a fast-paced operations environment.

Key Responsibilities:
Fleet Administration

• Maintain and manage the company fleet management database, ensuring all vehicle records are accurate and current.
• Coordinate vehicle lifecycle management, including purchasing, selling, and trade-in of company vehicles.
• Monitor and report on fleet maintenance spending, identifying trends or irregularities.
• Validate that required vehicle maintenance and preventative service are completed and properly documented.
• Track and follow up on insurance claims, vehicle incidents, and auto accidents to ensure timely resolution.
• Maintain documentation for vehicle registrations, insurance coverage, and compliance requirements.
• Generate routine fleet performance and cost reports for leadership.

Operations Reporting & Task Compliance

• Produce and distribute daily, weekly, monthly, and quarterly operational reports for field leadership.
• Track completion of required operational tasks across field operations.
• Identify gaps or missed compliance items and escalate appropriately.
• Maintain reporting dashboards and ensure data accuracy.

Administrative & Operational Support

• Update and maintain operational forms, templates, and documentation used by Field Operations and Facilities.
• Assist with operational process improvements by maintaining standardized documentation.
• Coordinate and prepare administrative materials used by leadership teams.
• Expense & Travel Administration
• Prepare and review expense reports to ensure compliance with company policy.
• Monitor travel-related spending including hotel, rental cars, and airfare.
• Review expense documentation for accuracy and proper categorization.
• Assist with cost tracking and reporting for operational travel budgets.

Qualifications:

• 2–5 years of experience in administration, fleet administration, and/or executive administrative support
• Experience supporting multi-unit operations or corporate operations teams preferred
• Strong organizational and time management skills
• Advanced proficiency in Microsoft Excel and reporting tools is required
• Experience managing databases and operational reporting
• Strong analytical and problem-solving ability
• Ability to handle confidential and sensitive information
• Excellent written and verbal communication skills
• High attention to detail and accuracy

Key Competencies

• Data accuracy and reporting discipline
• Process improvement mindset
• Cross-department collaboration
• Financial and expense oversight
• Accountability and follow-through

Frauenshuh Hospitality provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. We encourage applicants of all ages and experience, as we do not discriminate on the basis of an applicant's age. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Please be advised that operation positions may involve exposure to various work hazards, including but not limited to extreme temperatures (both high heat and cold environments depending on seasonal and job assignment) and allergens (such as peanuts, dairy, soy, and other food-related allergens). Candidates should consider these factors when applying and be prepared to take necessary precautions to ensure their safety and comfort. We are committed to providing a safe work environment and will supply appropriate protective gear and training to manage these conditions. Reasonable accommodations will be provided for qualified individuals with disabilities to perform the essential functions of the job.

E-Verify Notice - In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire