We are seeking a highly organized, detail-oriented Administrative Operations Coordinator to serve as a multi-functional support role across all departments. This position plays a critical role in procurement, inventory management, billing support, and collections, while also assisting leadership and team members with administrative needs as they arise.

Position Overview

This role is ideal for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in creating structure and follow-through. The Administrative Operations Coordinator ensures that internal operations run smoothly and that client-facing administrative processes are handled professionally and efficiently.

Key Responsibilities

Procurement & Vendor Coordination

Order hardware and software for clients and internal staff
Track all equipment purchases from order to delivery
Communicate proactively with clients regarding shipment timelines and drop-ship notifications
Coordinate with vendors to resolve shipping delays, order discrepancies, or product issues

Inventory Management

Receive and log incoming equipment
Maintain accurate stock inventory levels
Track and manage employee-assigned equipment
Perform quarterly physical inventory counts
Ensure inventory documentation remains current and organized

Billing Support & Client Communication

Assist with client billing questions and invoice disputes
Work closely with the bookkeeper to ensure timely and accurate responses to clients
Help maintain clean and organized billing records
Ensure client communication remains professional and solution-oriented

Collections

Contact clients regarding past due invoices in a professional and courteous manner
Track follow-up communications and payment commitments
Coordinate internally regarding escalations when necessary
Maintain accurate documentation of collection efforts

General Administrative Support

Assist leadership and department heads with administrative projects
Support cross-department initiatives as needed
Help maintain process documentation and internal organization
Identify areas where administrative processes can be improved

Why This Role Matters

This position directly supports the operational backbone of the company. By ensuring procurement accuracy, inventory control, billing clarity, and consistent collections follow-up, this role protects company profitability while maintaining a positive client experience.

Requirements

Qualifications

2+ years of administrative, operations, or office coordination experience (MSP or IT industry experience a plus)
Strong written and verbal communication skills
Excellent organizational skills with strong attention to detail
Ability to manage multiple priorities and meet deadlines
Proficiency in Microsoft Office (Outlook, Excel, Word, Teams)
Comfortable communicating with clients regarding billing and payment matters
Professional, confident phone presence
Self-starter with strong follow-through
High level of integrity and accountability

Success Traits

The ideal candidate:

Is proactive rather than reactive
Communicates clearly and confidently
Holds themselves accountable
Thrives in a team-oriented environment
Takes pride in operational excellence
Is comfortable following up on financial matters professionally

Benefits

401(k)
401(k) matching
Dental insurance
Health insurance
Life insurance
Paid time off
Parental leave
Professional development assistance
Referral program
Vision insurance

The ProActive Technology Group

New Jobs

PTG Administrative Operations Coordinator