Operations Office Coordinator (Charlotte)

Operations Office Coordinator

Location: South Charlotte, NC

Job Type: Part-Time | On-Site

Schedule: Monday, Tuesday & Thursday | 8:30 AM – 4:30 PM

Hours: 21 hours per week

About the Role

We are seeking a highly organized and dependable Part-Time Operations Office Coordinator to support our South Charlotte office.

This is a fully on-site position and is ideal for someone who enjoys keeping an office organized, managing multiple administrative tasks, maintaining accurate business records, and supporting the day-to-day operations of a small business.

The successful candidate will be comfortable working independently, prioritizing tasks, paying close attention to detail, and handling a variety of administrative responsibilities.

What You'll Do

• Draft emails and other professional office correspondence.
• Add, update, and maintain contact information using Microsoft Outlook and Microsoft Excel.
• Coordinate in-person and virtual meetings using tools such as Calendly, Microsoft Bookings, Microsoft Outlook, Microsoft Teams, and Zoom.
• Assist with administrative aspects of proposal submissions, including completing required forms and tracking important deadlines.
• Prepare client invoices and track bills and payment due dates.
• Record receipts, bill payments, and other financial transactions using Xero or a similar bookkeeping application.
• Collect, organize, and sort physical mail and business documents.
• Maintain office supplies and coordinate replenishment as needed.
• Manage Peerspace bookings.
• Assist with filing State Annual Business Reports and other required business documentation.
• Help maintain business certifications by organizing and submitting renewal paperwork.
• Perform data entry, document management, recordkeeping, and other general administrative tasks.
• Provide general office support to help keep day-to-day business operations organized and running smoothly.

What We're Looking For

• High school diploma and at least 3 years of experience working in a business or office environment , OR at least 2 years of college coursework .
• Previous experience in administrative support, office coordination, office administration, or a similar role.
• Strong written and verbal communication skills with a professional command of English.
• Strong organizational skills and the ability to prioritize multiple tasks and deadlines.
• High level of accuracy and attention to detail, particularly with data entry, forms, invoices, and business records.
• Ability to work independently, troubleshoot issues, solve problems, and ask questions when guidance is needed.
• Strong proficiency with Microsoft 365, including Word, Excel, and Outlook .
• Experience coordinating meetings, calendars, or appointments using scheduling tools.
• Experience with or willingness to learn bookkeeping software such as QuickBooks or Xero .
• Comfortable learning and using new software and business applications.

Preferred Qualifications

• Previous experience supporting a small business or professional services organization.
• Experience with invoicing, bill tracking, bookkeeping, or accounts payable support.
• Experience using QuickBooks and/or Xero .
• Experience with Calendly, Microsoft Bookings, Microsoft Teams, or Zoom.
• Experience managing business records, forms, certification renewals, or compliance-related documentation.

Schedule & Work Location

This position is fully on-site at our South Charlotte office.

Schedule:

• Monday: 8:30 AM – 4:30 PM
• Tuesday: 8:30 AM – 4:30 PM
• Thursday: 8:30 AM – 4:30 PM

Total Hours: 21 hours per week