Administrative Assistant _Operations Coordinator

Job Description

Job Description

Administrative Assistant / Operations Coordinator

NU3S Market Café, Car Wash & AutoCare

Location: Must be able to work onsite in Jamaica Queens NY on Merrick BLVD
Pay: Starting at $20.00/hour , based on experience
Reports To: General Manager About the Role

The Administrative Assistant / Operations Coordinator serves as the General Manager's primary administrative support and central point of coordination for NU3S operations (Cafe/Car Wash/Auto Shop). This role helps ensure calls, customer concerns, operational requests, vendor coordination, compliance requirements, and follow-up tasks are properly communicated, tracked, and completed.

This position works closely with all departments, including Operations, HR, Finance, Vendors, and Contractors, helping keep the administrative side of the business organized and running efficiently.

What You'll DoAdministrative & Executive Support

• Provide direct support to the General Manager.
• Maintain task lists, follow-up logs, operational records, and reports.
• Coordinate appointments, meetings, and service schedules.
• Ensure important issues are communicated and escalated when needed to the approporiate channels.

Customer & Phone Support

• Answer incoming calls and general inquiries.
• Take accurate messages and route them appropriately.
• Maintain customer inquiry and complaint logs.
• Coordinate customer follow-up and service requests.

HR Administration

• Schedule interviews and coordinate candidate communications.
• Assist with new hires and onboarding 
• Follow up on missing employment and compliance documents.

Timekeeping & Payroll Support

• Assist with payroll time and attendance for proper compliance recordkeeping 
• Follow up with supervisors and employees regarding missing or incomplete records.
• Assist withs scheduling,  payroll-related administrative tasks and reporting as needed.

Operations Coordination

• Coordinate vendors, contractors, deliveries, and service providers.
• Assist with purchasing requests and office supplies.
• Track operational requests and ensure timely completion.
• Work with department supervisors to monitor outstanding tasks.

Finance, Compliance & Insurance Administration

• Maintain invoices, receipts, deposits, and petty cash records.
• Track permits, licenses, contracts, and insurance certificates.
• Monitor deadlines, renewals, and compliance requirements.
• Support audits, inspections, and document reviews.

Qualifications

• 2+ years of administrative, executive assistant, office management, or operations support experience.
• Strong organization, multitasking, and follow-up skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Excellent communication and customer service skills.
• Ability to maintain confidentiality and handle sensitive information.
• Experience with time and attendance, HR administration, recruiting coordination, compliance, or vendor management is strongly preferred.
• Ability to take initiate and work independantly is a must

Why Join NU3S?

• Starting pay of $20.00+/hour based on experience
• Opportunities for growth and advancement
• Exposure to Operations, HR, Recruiting, Payroll, Finance, and Compliance
• Collaborative and fast-paced work environment

If you're highly organized, detail-oriented, and enjoy being the person who keeps everyone on track, we'd love to hear from you. Apply today!

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