Operations & Office Coordinator

Benefits: Health insurance Paid time off Training & development Vision insurance 401(k) matching Competitive salary Dental insurance What You’ll Do The Operations & Office Coordinator is the internal organizer, administrative anchor, and technology coordinator for Taste Buds Kitchen’s national corporate headquarters. We are not looking for a software engineer or a graphic designer—we are looking for a sharp, tech-savvy, structured, systems-driven organizer who loves checklists, clean data, and keeping an office running like clockwork. If you naturally organize your life into color-coded spreadsheets, pick up new software apps in minutes, double-check every hyperlink before hitting send, and take pride in spotless execution, this role is for you. In this role, you will manage user setups across our digital tools, schedule pre-designed marketing campaigns, maintain local business listings for our studios nationwide, support new franchise onboarding, and keep our Chester, MD headquarters running smoothly. While we will onboard you to our specific platforms (GoHighLevel, Operandio), you must bring proven digital fluency and hands‑on experience administering modern cloud‑based business software. We are not looking to teach basic tech literacy; we need someone who already thinks in workflows, logic, and clean data. Key Responsibilities 1. Operations Systems, Software Administration & QA Franchise System Communications : Help format and distribute monthly operational update briefs, action-item checklists, and system reminders to keep franchise owners informed and compliant. SOP Library Governance : Organize, format, and audit the central digital library of standard operating procedures (SOPs), brand manuals, and studio checklists inside Operandio to keep content current and accessible. Platform User Administration : Serve as the day‑to‑day administrative user across our operational software stack (Operandio intranet, GoHighLevel CRM, PromoRepublic, and more)—managing user permissions, creating accounts, and updating location settings. New Studio Digital Setup Execution: Partner with the Onboarding Specialist to execute assigned digital launch tasks for incoming franchise locations—creating software accounts, establishing and claiming new local directory profiles (Google Business, Apple Maps, Yelp), and connecting local social media accounts to scheduling tools. Developer QA, Mapping & Bug Testing : Conduct thorough QA and end‑to‑end testing of new webhook integrations, CRM field mappings, lead capture forms, and automated drip triggers built by external developers. Verify zero broken links, bad tags, or data‑flow errors before signing off on deployment. Franchisee Platform Support: Serve as a responsive, helpful corporate point of contact to troubleshoot basic login issues, platform access questions, and software vendor help‑desk tickets for franchise owners. 2. Marketing Operations, CRM Scheduling & Local Directories CRM Workflow & Drip Execution: Translate customer journey blueprints from Marketing into functioning no‑code CRM workflows, email/SMS drip triggers, tag structures, and pipeline stages in our CRM (GoHighLevel). Data & Lead Flow QA: Monitor form entries, booking system integrations, and CRM contact flows to maintain high data integrity across all system locations. Monthly Campaign Scheduling: Own the monthly email and SMS broadcast schedule across all franchise studio accounts in GoHighLevel—staging pre‑approved marketing copy and templates, testing links and audience tags, and executing scheduled sends on time. Directory & Listings Management: Audit and maintain accurate studio hours, holiday closures, addresses, and photos across 40+ locations on Google Business Profiles, Apple Maps, and local directories. Data Hygiene & Contact Lists: Regularly clean, import, and segment customer contact lists, ensuring proper tagging, bounce management, and opt‑out compliance. Basic Performance Tracking: Assist in updating weekly marketing reporting sheets and verifying that basic website tracking tags and form redirects are functioning properly. 3. HQ Office Operations & People Coordination Corporate Office Management : Keep our Chester, MD headquarters welcoming, organized, and stocked—ordering supplies, managing incoming/outgoing mail and shipments, and coordinating facility vendors. Employee Onboarding Coordination : Manage administrative onboarding for new corporate team members—preparing workstations, issuing software credentials, and tracking standard new‑hire documentation. Compliance & Records : Maintain organized digital personnel files, verify that required local/state workplace labor posters are up to date, and assist with employee handbook updates under leadership direction. Meeting & Event Logistics : Provide lightweight administrative and hospitality support for corporate meetings, Discovery Days with prospective owners, and team gatherings. Qualifications & Competencies 2–3+ Years of Professional Experience : Proven track record in a dedicated corporate office, administrative, operations, or project support role. This is not an entry-level or introductory position; practical, real‑world professional office experience is required. (Backgrounds in hospitality, multi‑unit retail, franchise, or growing small‑business environments are all great fits.) Demonstrated Software & Systems Experience : Minimum 1–2 years of hands‑on experience administering, configuring, or actively managing modern business platforms (e.g., CRMs like HubSpot, GoHighLevel, or Salesforce; project management tools like Asana, ClickUp, or Monday; email marketing platforms; or digital LMS/intranet tools). You must have a track record of learning complex SaaS tools independently and troubleshooting digital workflows. Hyper‑Organized & Detail‑Obsessed : You take pride in zero‑defect work. You notice broken links, misaligned dates, incorrect tags, and formatting errors before anyone else does. Process & Checklist Mindset : You enjoy turning complex or messy tasks into structured, step‑by‑step checklists and clear SOPs. Professionalism & Discretion : Demonstrated integrity and confidentiality when handling sensitive personnel information, new‑hire paperwork, and internal corporate records. Self‑Directed & Dependable : A proactive mindset who thrives on a hybrid schedule and takes ownership of their weekly task list without needing micromanagement. Compensation & Benefits Salary: $55,000 – $60,000 annually, commensurate with experience. Health & Wellness: Comprehensive medical, dental, and vision insurance coverage. Retirement: 401(k) retirement plan with generous company match. Time Off & Balance: Unlimited paid time off (PTO), paid company holidays, and a collaborative, family‑first culture. Perks: Free culinary classes and event discounts for friends and family at our HQ Kitchen, plus ongoing professional development. Position Details at a Glance Location & Work Arrangement: Hybrid – Chester, MD (Kent Island). Core on‑site days: Tuesday–Thursday at Corporate HQ; remote‑flexible Mondays & Fridays. Located 15–20 minutes east of Annapolis via an easy reverse‑commute across the Bay Bridge with free on‑site parking. Reports To: Director of Operations (or Executive Leadership in the interim; works cross‑functionally with the Head of Marketing). Direct Reports: None (Individual Contributor). Position Type: Full-Time #J-18808-Ljbffr Taste Buds Kitchen - HQ