Administrative Assistant _Operations Coordinator

Job Description

Job Description

Administrative Assistant / Operations Coordinator
NU3S Market Café, Car Wash & AutoCare

Location: Onsite in Jamaica, Queens, NY (Merrick Blvd)
Pay: Starting at $20.00 per hour (DOE)
Schedule: Full-Time ON SITE Required
Reports To: General Manager
Requirements: 2+ Years Administrative Experience in Hospitality, retail, Timekeeping/Payroll Experience Preferred

Keep Our Growing Business Organized and On Track

NU3S is a fresh take on neighborhood service, combining a Market Café, Auto Care Center, and valet-operated car wash in one location. We're seeking a highly organized Administrative Assistant / Operations Coordinator to serve as the General Manager's right hand and the central point of coordination across all three businesses.

In this role, you'll manage timekeeping and payroll coordination, answer and route incoming calls, and make sure customer concerns, vendor requests, and compliance deadlines are tracked and completed. You'll work closely with every department, along with HR, Finance, vendors, and contractors, to keep the administrative side of the business running smoothly.

What You'll Do

Phone & Customer Support

• Answer incoming calls professionally and handle general inquiries for the café, car wash, and auto shop
• Take accurate messages and route calls to the right department or manager
• Maintain customer inquiry and complaint logs
• Coordinate customer follow-ups and service requests until resolved

Administrative Support to the General Manager

• Provide direct day-to-day support to the General Manager
• Maintain task lists, follow-up logs, operational records, and reports
• Schedule appointments, meetings, and service bookings
• Ensure important issues are communicated and escalated to the appropriate people

HR Administration

• Manage employee time and attendance records and ensure accuracy for payroll processing
• Review time cards and follow up with supervisors and employees on missing or incomplete punches
• Coordinate with the General Manager and Finance to ensure payroll is submitted accurately and on time
• Maintain proper timekeeping and payroll records for compliance purposes
• Assist with employee scheduling and payroll-related reporting

• Schedule interviews and coordinate communication with candidates
• Assist with new hire paperwork and onboarding
• Follow up on missing employment and compliance documents

Operations Coordination

• Coordinate vendors, contractors, deliveries, and service providers
• Handle purchasing requests and office supply orders
• Track operational requests and work with department supervisors to ensure timely completion

Finance, Compliance & Insurance Administration

• Maintain invoices, receipts, deposits, and petty cash records
• Track permits, licenses, contracts, and insurance certificates
• Monitor deadlines and renewals to keep the business compliant
• Support audits, inspections, and document reviews

What We're Looking For

• 2+ years of administrative, executive assistant, office management, or operations support experience
• Experience with timekeeping, payroll coordination, or time and attendance systems strongly preferred
• Professional phone presence and excellent customer service skills
• Strong organization, multitasking, and follow-up skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to maintain confidentiality and handle sensitive employee and financial information
• Experience with HR administration, recruiting coordination, compliance, or vendor management is a plus
• Self-starter who takes initiative and works independently
• Must be able to work onsite in Jamaica, Queens

Why Join NU3S?

• Starting pay of $20.00+/hour based on experience
• Work directly with the General Manager in a central, high-impact role
• Hands-on exposure to Operations, HR, Payroll, Finance, and Compliance
• Opportunities for growth and advancement as our business expands
• Collaborative, 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 and join the NU3S team.

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