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
