administrative operations coordinator

The Middlesex Corporation

<div>Position Summary: 
The Administrative Operations Coordinator provides operational, project, and administrative support across the Administration and Information Technology departments. This role oversees corporate travel and events, contract and vendor administration, purchasing and billing processes, and reporting, while supporting special projects that enhance organizational efficiency. Acting as a key liaison to IT, the Coordinator also manages procurement and billing administration, vendor and contract oversight, inventory coordination, and project scheduling to ensure effective execution of technology-related operational initiatives. 
Responsibilities: 
<ul><li>
Maintain corporate and IT vendor contracts, agreements, renewals, and related documentation.</li><li>
Manage contract renewal calendars and ensure timely execution of renewals.</li><li>
Upload and maintain contracts within the company&rsquo;s contract management system.</li><li>
Coordinate with vendors regarding renewals, billing inquiries, service changes, and contract administration.</li><li>
Assist with evaluating vendor utilization and maintaining records of services provided across departments.</li><li>
Create purchase orders and process invoices.</li><li>
Review invoices for accuracy and proper coding before submission for payment.</li><li>
Perform credit card coding and reconciliation for assigned corporate accounts.</li><li>
Research and resolve vendor payment discrepancies and billing issues.</li><li>
Track departmental expenditures and assist with budget monitoring and reporting.</li><li>
Coordinate with Accounts Payable to ensure timely invoice processing and payment.</li><li>
Coordinate administrative functions supporting Information Technology operations and projects.</li><li>
Maintain technology inventory records, asset tracking, equipment lifecycle schedules, and replacement programs.</li><li>
Coordinate hardware orders, equipment deployments, recycling efforts, and inventory replenishment.</li><li>
Assist with project mobilization and demobilization activities, including vendor coordination, scheduling, and service activation or cancellation.</li><li>
Maintain project schedules and status reports for technology-related initiatives.</li><li>
Coordinate project site technology requirements, including internet, wireless, printing, security, and conference room systems.</li><li>
Assist with documenting technology assets, software licensing, subscriptions, and service agreements.</li><li>
Maintain and administer corporate travel systems and employee traveler profiles.</li><li>
Coordinate conference registrations, attendance logistics, and related travel arrangements.</li><li>
Assist with planning and execution of corporate meetings, conferences, and company events.</li><li>
Coordinate sponsorships, memberships, and related corporate partnerships.</li><li>
Provide support for travel-related issues and employee travel assistance as needed.</li><li>
Administer company accounts and systems assigned to the Administration Department, including user maintenance, permissions, and record management.</li><li>
Assist with maintaining SharePoint sites, document libraries, forms, and departmental records.</li><li>
Coordinate Amazon Business account administration, purchasing approvals, and payment processing.</li><li>
Support onboarding and offboarding activities related to assigned administrative systems.</li><li>
Develop and maintain procedures, documentation, and training materials.</li><li>
Conduct research and prepare recommendations for process improvements and operational initiatives.</li><li>
Support data cleanup, data validation, data pulling, and reporting.</li><li>
Assist with SharePoint site and survey development, budget tracking, presentations, and executive reporting.</li><li>
Participate in special projects and strategic initiatives as assigned.</li></ul> 
Qualifications:<ul><li>
Associate or bachelor&rsquo;s degree in business administration or a related field preferred.</li><li>
Three to five years of experience in administration, operations, project coordination, or office management.</li><li>
Strong organizational, analytical, and communication skills.</li><li>
Advanced proficiency in Microsoft Office Suite, particularly Excel and PowerPoint.</li><li>
Experience with ERP software, corporate travel management systems, expense management platforms, contract management systems, and purchasing applications preferred.</li></ul> 
We offer our full-time and eligible part-time team members a comprehensive benefits package that&rsquo;s among the best in our industry. Benefits include medical, dental, and vision plans covering eligible team members and dependents, employee assistance programs, life insurance, disability, top-tier 401(k) with matching, tuition reimbursement, an industry-leading referral program, and generous paid time off.</div>

Administrative Operations Coordinator

Avid Quality Care

<div>Position Summary:
We are seeking a highly organized, detail-oriented Administrative Assistant who thrives in a fast-paced environment. This individual must be exceptionally computer-savvy, proactive, creative, and capable of managing multiple priorities while maintaining professionalism and accuracy. The ideal candidate will serve as a central support resource for leadership, operations, staff, clients, and marketing initiatives. 
Administrative &amp; Office Support<ul><li>
Maintain organized digital and physical filing systems.</li><li>
Draft, proofread, and edit professional correspondence, reports, forms, and presentations.</li><li>
Answer phones, emails, and general inquiries promptly and professionally.</li><li>
Track projects, deadlines, and follow-up items to ensure completion.</li><li>
Assist with onboarding paperwork and administrative tasks for new hires.</li><li>
Maintain office supplies, equipment, and vendor relationships.</li><li>
Coordinate travel arrangements, reservations, and event planning.</li></ul> 
Organization &amp; Project Management<ul><li>
Develop and maintain systems that improve efficiency and organization.</li><li>
Create spreadsheets, trackers, dashboards, and reporting tools.</li><li>
Manage multiple projects simultaneously while meeting deadlines.</li><li>
Monitor and organize company documents, contracts, and records.</li><li>
Anticipate needs and proactively solve problems before they arise.</li><li>
Ensure accuracy and consistency across all administrative processes.</li><li>
Maintain detailed task lists and follow-up systems for leadership.</li></ul> 
Technology &amp; Computer Systems<ul><li>
Demonstrate advanced proficiency with Microsoft Office, Google Workspace, and cloud-based systems.</li><li>
Create professional spreadsheets, reports, forms, and presentations.</li><li>
Utilize software platforms efficiently and assist with troubleshooting basic technology issues.</li><li>
Manage shared drives, digital records, and electronic filing systems.</li><li>
Learn new software quickly and assist staff with technology-related questions.</li><li>
Support data entry, reporting, and system maintenance with a high level of accuracy.</li><li>
Utilize AI tools and technology to improve efficiency, communication, and productivity.</li></ul> 
Marketing &amp; Creative Support<ul><li>
Design flyers, brochures, newsletters, and promotional materials.</li><li>
Create (or assist with creating) and schedule social media content.</li><li>
Assist with branding and marketing initiatives.</li><li>
Take photos and gather content for company promotions and events.</li><li>
Maintain company websites and online business profiles.</li><li>
Create presentations and visual materials for meetings, recruitment, and community outreach.</li><li>
Generate creative ideas to improve company visibility and engagement.</li><li>
Assist with recruiting campaigns, job postings, and employment marketing efforts.</li></ul> 
Communication &amp; Customer Service<ul><li>
Serve as a welcoming and professional first point of contact.</li><li>
Build positive relationships with clients, families, vendors, and staff.</li><li>
Handle confidential information with discretion and professionalism.</li><li>
Communicate effectively with individuals at all levels of the organization.</li><li>
Follow up on requests, concerns, and outstanding tasks promptly.</li><li>
Maintain a positive, solution-focused attitude.</li></ul> 
Desired Traits &amp; Qualifications<ul><li>
Exceptionally organized with outstanding attention to detail.</li><li>
Strong computer and technology skills.</li><li>
Highly creative with marketing and design abilities.</li><li>
Excellent written and verbal communication skills.</li><li>
Self-motivated and able to work independently.</li><li>
Strong problem-solving and critical-thinking abilities.</li><li>
Professional appearance and demeanor.</li><li>
Ability to manage competing priorities without becoming overwhelmed.</li><li>
Dependable, trustworthy, and highly confidential.</li><li>
Takes initiative and consistently looks for ways to improve processes.</li><li>
Anticipates needs rather than waiting for direction.</li><li>
Enjoys creating order, systems, and efficiency.</li></ul> 
Ideal Candidate Description
This person is the type who color-codes spreadsheets, loves checklists, notices details others miss, enjoys organizing chaos into systems, learns new software quickly, creates professional marketing materials with ease, and can confidently support executives while keeping an office running smoothly and efficiently. They are proactive, resourceful, technologically advanced, creative, and committed to excellence in everything they do.<h2 class="jobSectionHeader"> 
REQUIREMENTS</h2> 
Avid Quality Care is here to provide support for people with special needs throughout Texas. Since 2010, we've been a trusted name in home and community-based services with group homes, host homes, and other support options across the state. With over 18 years of experience, we provide quality care with a family feel.</div>

Administrative Operations & Marketing Coordinator

Confidential

The Executive Operations Coordinator provides high-level administrative and operational support to executive leadership while ensuring the efficient day-to-day operation of the office. This role manages executive calendars, coordinates meetings and travel, prepares reports and presentations, oversees confidential communications, supports cross-functional projects, and helps improve organizational processes. The position requires exceptional organizational skills, professionalism, discretion, and the ability to prioritize multiple responsibilities in a fast-paced environment. <h3>Key Responsibilities</h3><ul><li>Manage executive calendars, appointments, and travel arrangements.</li><li>Coordinate meetings, prepare agendas, and record meeting minutes.</li><li>Serve as the primary liaison between executives, clients, vendors, and staff.</li><li>Prepare reports, presentations, and executive correspondence.</li><li>Track projects, deadlines, and departmental initiatives.</li><li>Maintain confidential records and sensitive information.</li><li>Assist with budgeting, purchasing, and office operations.</li><li>Improve administrative workflows and operational efficiency.</li><li>Support special projects assigned by executive leadership.</li></ul> <h3>Qualifications</h3><ul><li>Associate's or Bachelor's degree in Business Administration or a related field (preferred).</li><li>3–7+ years of executive administrative or operations experience.</li><li>Proficiency in Microsoft Office 365 (Excel, Word, PowerPoint, Outlook).</li><li>Strong communication, organizational, and problem-solving skills.</li><li>Ability to maintain confidentiality and work independently.</li></ul> <h3>Typical Benefits</h3><ul><li>Competitive salary</li><li>Medical, dental, and vision insurance</li><li>401(k) retirement plan with employer matching</li><li>Paid vacation, holidays, and sick leave</li><li>Life and disability insurance</li><li>Employee Assistance Program (EAP)</li><li>Professional development and training opportunities</li><li>Performance-based bonuses (company dependent)</li><li>Career advancement opportunities</li></ul> <h3>Hourly Pay (United States)</h3>A competitive hourly wage for this role is generally:<ul><li>Entry Level: $30–$36 per hour</li><li>Experienced: $36–$45 per hour</li><li>Senior Executive Operations Coordinator: $45–$58 per hour</li></ul> For a highly experienced Executive Operations Coordinator supporting senior executives, a competitive rate would be $42–$50 per hour, depending on the location, company size, and responsibilities. If the role includes office management, project coordination, and executive-level decision support, rates at the higher end of that range are common.

Executive Operations Coordinator

Sage Expense Management

Sage Expense Management is seeking an organized, detail-oriented Administrative Operations Analyst to support our growing remote operations team. This role is ideal for professionals who enjoy structured work, problem-solving, and ensuring day-to-day business operations run efficiently. Working from home, you'll help maintain operational accuracy, organize internal processes, manage digital records, and collaborate with cross-functional teams that keep our organization running smoothly.If you're dependable, analytical, and enjoy administrative work in a fast-paced remote environment, we'd love to hear from you.<h2> </h2>What You'll Do<ul><li>Maintain and update operational records with exceptional accuracy.</li><li>Review, verify, and organize digital information across internal systems.</li><li>Prepare reports, summaries, and operational documentation.</li><li>Monitor workflows and identify opportunities to improve efficiency.</li><li>Assist with scheduling, documentation, and administrative coordination.</li><li>Support internal departments with operational requests and data management.</li><li>Maintain confidentiality while handling sensitive company information.</li><li>Communicate professionally through email, chat, and collaboration platforms.</li><li>Follow established procedures while meeting productivity and quality standards.</li></ul><h2> </h2>Minimum Qualifications<ul><li>High school diploma or equivalent required.</li><li>6 months or more of experience in administration, operations, data entry, office support, or a related field (or equivalent education/training).</li><li>Strong organizational and time-management skills.</li><li>Excellent written communication skills.</li><li>Basic proficiency with Microsoft Office or Google Workspace.</li><li>Comfortable working with spreadsheets, databases, and digital systems.</li><li>Strong attention to detail.</li><li>Reliable internet connection and personal computer.</li><li>Ability to work independently in a fully remote environment.</li></ul><h2> </h2>Preferred Qualifications<ul><li>Experience supporting business operations or administrative teams.</li><li>Previous remote work experience.</li><li>Familiarity with CRM systems, workflow software, or internal databases.</li><li>Experience with reporting, documentation, or operational analysis.</li></ul> Why Join Sage Expense Management?<ul><li>100% Remote Work</li><li>Competitive Annual Salary</li><li>Paid Training</li><li>Healthcare Benefits</li><li>Paid Time Off (PTO)</li><li>Company-Provided Equipment</li><li>Career Development &amp; Professional Growth</li><li>Internal Promotion Opportunities</li><li>Collaborative &amp; Supportive Team Culture</li><li>Stable Full-Time or Part-Time Position</li></ul><h2> </h2>Career GrowthEmployees who consistently demonstrate strong performance may advance into positions such as:<ul><li>Senior Administrative Operations Analyst</li><li>Operations Coordinator</li><li>Business Operations Specialist</li><li>Operations Manager</li><li>Project Coordinator</li></ul> Equal Opportunity EmployerSage Expense Management is proud to be an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive workplace for all employees. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.

Administrative Operations Analyst (Remote)

Sovereign Express Trade Limited

<div>
 
 
 Polish Speaking Operations Coordinator
 
 &ndash; Freight &amp; Logistics
 
 
 
 
 
 
 Location
 
 : Sovereign Express Trade , Peshawar Road, Rawalpindi
 
 
 
 Job Type
 
 : Full-Time
 
 
 
 Working Hours:
 
 12:00 PM &ndash; 8:00 PM (PKT)
 
 
 
 
 
 
 About the Role
 
 
 
 We are looking for a Polish Speaking Operations Coordinator to support freight forwarding and logistics operations for the Polish market. This is an excellent opportunity for candidates who are proficient in Polish and interested in building a career in international logistics and operations.
 
 
 
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Manage email communication in Polish
 </li>
 <li>
 Coordinate with Polish-speaking clients, suppliers, and freight partners
 </li>
 <li>
 Maintain shipment records and operational data using Google Sheets
 </li>
 <li>
 Assist with freight documentation and shipment tracking
 </li>
 <li>
 Translate Polish communications and documents into English
 </li>
 <li>
 Provide operational support and coordinate with internal teams
 </li>
 <li>
 Maintain accurate records and support daily logistics activities
 </li>
 </ul>
 
 
 
 
 
 Requirements
 
 
 <ul>
 <li>
 Polish language proficiency (B1&ndash;B2 minimum required)
 </li>
 <li>
 Bachelor's degree
 </li>
 <li>
 Strong written and verbal communication skills
 </li>
 <li>
 Basic administrative and email management experience
 </li>
 <li>
 Proficiency in Google Sheets / MS Excel
 </li>
 <li>
 Strong organizational skills and attention to detail
 </li>
 <li>
 Ability to work independently and manage multiple tasks
 </li>
 <li>
 Logistics or freight forwarding experience is a plus
 </li>
 </ul>
 
 
 
 
 
 What We Offer
 
 
 <ul>
 <li>
 Structured training in international freight forwarding
 </li>
 <li>
 Exposure to global logistics operations
 </li>
 <li>
 Career growth opportunities within operations and logistics
 </li>
 <li>
 Professional and collaborative work environment
 </li>
 </ul>
 
 
 Work Location
 
 
 
 In-person &ndash; Rawalpindi
 
 
 
 Apply Now
 
 
 
 Send your updated CV to kiran.hr@setlimited.net
 
 
 Subject Line: Polish Speaking Operations Coordinator Application
 
 <ul>
 <li>
 Work Location: In person
 </li>
 </ul>
</div>

Polish Speaking Operations Coordinator

Lars Courier Inc.

<h2>Operations Coordinator (Remote)</h2>Company: Lars Courier, Inc. Location: Doral, Florida 33172 (Remote) Employment Type: Full-Time Compensation: $28.00 - $34.00 per hour.<h2>About Lars Courier, Inc.</h2>Lars Courier, Inc. is a growing logistics and delivery solutions company committed to providing reliable, efficient, and customer-focused courier services across the United States. We are seeking an organized and detail-oriented Operations Coordinator to join our remote team and support daily operational activities.<h2>Position Summary</h2>The Operations Coordinator will oversee and coordinate day-to-day business operations, support logistics activities, maintain records, and ensure seamless communication between departments, drivers, and customers. This role requires excellent organizational skills, strong attention to detail, and the ability to manage multiple tasks in a fast-paced environment.<h2>Key Responsibilities</h2><ul><li>Coordinate daily operational activities and logistics schedules.</li><li>Monitor shipments and ensure timely delivery of services.</li><li>Communicate with customers, vendors, and internal departments regarding operational updates.</li><li>Maintain and update company records, reports, and databases.</li><li>Assist with preparing operational reports and performance metrics.</li><li>Support process improvements to enhance efficiency and productivity.</li><li>Address and resolve operational issues and customer concerns promptly.</li><li>Schedule meetings and coordinate team activities.</li><li>Assist with onboarding and training of new team members when required.</li><li>Ensure compliance with company policies and operational procedures.</li></ul><h2>Qualifications</h2><ul><li>High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Logistics, or a related field preferred.</li><li>Minimum of 1-2 years of experience in operations, logistics coordination, or administrative support.</li><li>Strong organizational and time management skills.</li><li>Excellent written and verbal communication skills.</li><li>Proficiency with Microsoft Office Suite and Google Workspace.</li><li>Ability to work independently in a remote environment.</li><li>Strong problem-solving and multitasking abilities.</li><li>Experience using logistics or project management software is a plus.</li></ul><h2>Benefits</h2><ul><li>Competitive hourly pay.</li><li>Flexible remote work environment.</li><li>Paid training and professional development opportunities.</li><li>Paid time off and company holidays.</li><li>Career growth and advancement opportunities.</li><li>Employee assistance and wellness programs.</li></ul><h2>Work Schedule</h2><ul><li>Monday through Friday</li><li>Full-time, 40 hours per week</li><li>Occasional overtime may be required based on business needs.</li></ul><h2>How to Apply</h2>Qualified candidates are encouraged to submit their resume and a brief cover letter outlining their experience and qualifications. Lars Courier, Inc. is an equal opportunity employer and values diversity in the workplace.

Operation Coordinator

LUMAI

<div><h1 class="jobSectionHeader">The Opportunity</h1>
Lumai is redefining how the world computes. We are an ambitious, venture-backed UK startup pioneering a breakthrough AI accelerator for data centers which uses 3D optical compute. Our radical technology uses light to perform computation at orders of magnitude faster speeds and at far greater scales than ever before, all whilst consuming far less energy than traditional approaches.
Lumai is unlocking performance and efficiency gains that could transform the economics of AI and compute infrastructure and reshape how intelligence scales globally.
If you are passionate about bringing groundbreaking technology to market, and want to be part of a team pushing the boundaries of what is physically possible, Lumai is where you can make it happen.<div> 
</div><h1 class="jobSectionHeader">
About Lumai</h1>
Founded in 2022, Lumai is a University of Oxford spinout using optical processing to accelerate large language models (LLMs) and other transformer-based AI systems. The team combines expertise in optical computing, machine learning, and physics.
Lumai has already secured over $15 million in investment from leading deep-tech investors like Constructor Capital, IP Group, PhotonVentures and government grants, and is scaling rapidly to deploy the fastest optical compute currently available globally.<div> 
</div><h1 class="jobSectionHeader">
The Role</h1>
We are looking for an exceptional Growth Operations Coordinator to support the business in building and maintaining the corporate infrastructure required for rapid scaling.
This role is ideal for someone who is highly organised, proactive, curious and full of energy. Someone who is eager to learn, enjoys variety, takes initiative and is not afraid to apply a pragmatic, &quot;roll up your sleeves&quot; approach to fix problems and drive cross-functional initiatives.<div> 
</div><h1 class="jobSectionHeader">
What You'll Do</h1>
The Growth Operations Coordinator supports the smooth day-to-day running of the company by managing the execution of critical daily, weekly and project-based administrative tasks across a wide and critical functional scope. The role focuses on addressing the operational needs of scaling the team, fast.<ul><li>
IT &amp; Systems Administration: Oversee the IT infrastructure, managing the tech stack, software licenses and security protocols to ensure teams have the right tools to perform. Design, implement and automate scalable systems and workflows across the entire organisation to boost efficiency and productivity</li><li>
People &amp; HR Operations: Maintain and continuously improve key people operations workflows including hiring, job posting, recruitment agency management, employment contracts, share option agreements, performance review cycles, employee handbook updates</li><li>
Corporate Governance &amp; Compliance: Own and ensure compliance across corporate governance, legal administration and essential regulatory requirements. Organise and maintain digital documentation systems</li><li>
Financial Operations: Support the operational aspects of the finance function, including purchasing, invoicing and expense management processes</li><li>
Ad-hoc Critical Projects: Support cross-functional strategic projects, such as new office relocation, fundraising and investor relations, data room management, due-diligence coordination</li></ul>
You will gain exposure across people, operations and special project delivery, with the opportunity to develop into a future Operations or People Manager role as the team grows.<div> 
</div><h1 class="jobSectionHeader">
What We're Looking For</h1>
Must-Have<ul><li>
Experience: 1&ndash;5 years of professional experience in an administrative, HR, recruitment, operations or office management role (startup experience is a plus)</li><li>
Organisational Skills: Strong organisational and administrative skills, with excellent attention to detail, plus ability to manage multiple work streams and prioritise effectively</li><li>
Tech Savvy: Familiarity with modern workplace tools (e.g., HiBob, Asana, Notion, expense and equity management tools, etc.) or a strong demonstrated ability to learn new systems quickly</li><li>
Mindset: enthusiastic attitude, proactive, standalone, pragmatic and eager to own administrative challenges end-to-end. A problem-solver who takes initiative and follows through, spots opportunities to improve processes and makes things happen</li></ul><h1 class="jobSectionHeader">
Compensation &amp; Benefits</h1><ul><li>
Highly Competitive Salary: We are not saying our salary is a blank check, but let's just say it won't be a source of your stress</li><li>
Share Option Scheme: We are all in this together! We believe in shared success while we build the Lumai of tomorrow</li><li>
Pension Scheme: Plan for retirement with AVIVA</li><li>
Private Health Insurance: We firmly believe that you come first, and a happy you is a healthy you! Look after yourself and your loved ones with AXA</li><li>
Cycle to Work: Spread the cost of a bike, a bike and accessories or just accessories and save on tax</li><li>
L&amp;D Allowance: Stay at the forefront of your field with a &pound;500 annual development budget</li><li>
Subsidised On-site Lunches: Enjoy on-site healthy meals at half the price, as Lumai covers 50% of the cost</li><li>
Holidays: Enjoy some deserved &quot;me time&quot; with 25 days paid holiday (plus bank holidays) per year</li><li>
Socials: Be part of an inclusive community enjoying occasional all-company off-sites, lunches and socials</li></ul><div> 
</div><h1 class="jobSectionHeader">
Interview Process</h1>
Our process is four stages. An initial conversation with our HR team to understand what you want from the role and what we want from it. Two technical sessions with various members of our wider team. Finally, an HR-team session covering scope, terms, and any final questions. We aim to move fast on candidates we are excited about; expect roughly three to four weeks end to end.
Lumai is an equal opportunity employer. We make hiring decisions on merit, scope-fit, and the strength of the working relationship we expect to build with each hire. Applications welcome from candidates of any background. If you are not sure whether you are a fit, send a note anyway.</div>

Growth Operations Coordinator

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