Administrative & Operations Coordinator

Administrative & Operations CoordinatorPosition OverviewAll Is Well Holistic Spa is seeking a highly organized, detail-oriented, and technology-savvy Administrative & Operations Coordinator to take ownership of day-to-day administrative operations and help keep our growing business organized, efficient, and running smoothly.This role is ideal for someone who enjoys creating systems, organizing information, managing documentation, solving problems, and improving operational efficiency. We are looking for a dependable, proactive professional who can take initiative, manage multiple priorities, and become a trusted operational resource for the organization.In addition to spa-related administrative responsibilities, this position may assist with rental property administration, vendor coordination, tenant communication, HOA matters, insurance documentation, property tax records, and project coordination.ResponsibilitiesAdministrative & Office OperationsOrganize, scan, digitize, and maintain business records and paperworkCreate and maintain organized digital filing systemsManage OneDrive, Google Drive, and cloud-based document storage systemsProcess incoming mail, emails, invoices, and business correspondenceDownload, organize, and maintain utility bills, vendor invoices, contracts, and financial recordsAssist with bill payment tracking and administrative processingMaintain accurate business records and documentationPrepare reports, spreadsheets, and administrative documentsManage filing systems to ensure records are organized, accessible, and up to dateMonitor administrative deadlines and follow up on outstanding itemsTechnology, Systems & Process ImprovementUtilize Microsoft Office, Google Workspace, OneDrive, Adobe Acrobat, and cloud-based softwareCreate and manage digital forms, workflows, and data collection systems using Google Forms, Jotform, Microsoft Forms, or similar platformsUtilize ChatGPT and other AI tools to improve efficiency, organization, and productivityMaintain organized digital records and document management systemsLearn and implement new software, systems, and automation tools as neededFollow established Standard Operating Procedures (SOPs)Assist in creating, updating, and maintaining SOPs, operations manuals, and training documentationDocument workflows and administrative processes to improve consistency and efficiencyIdentify opportunities to streamline administrative tasks and improve operational systemsFinancial & Business AdministrationAssist with bookkeeping support and document organizationOrganize receipts, invoices, expense records, and financial documentationAssist with customer credit card dispute and chargeback responsesCoordinate records needed for accounting, tax preparation, and compliance purposesAssist with vendor management and administrative follow-upQuickBooks experience is a plusProperty Administration & Project CoordinationAssist with rental property administration and documentationCoordinate communication with tenants, vendors, contractors, and property managersAssist with HOA correspondence and property-related paperworkHelp track insurance policies, property taxes, permits, and maintenance recordsSupport repair, maintenance, and remodeling project coordinationMonitor deadlines and follow up on outstanding itemsRequired QualificationsMinimum 2 years of administrative, office management, operations, real estate, property management, bookkeeping, or related experienceExceptional organizational and file management skillsStrong attention to detail and accuracyAdvanced computer skills and technology proficiencyProficiency with Microsoft Office, Google Workspace, cloud storage platforms, and digital filing systemsExperience creating and managing forms, documents, spreadsheets, and administrative workflowsExperience using Adobe Acrobat for PDF creation, editing, organization, and document managementExperience managing large volumes of documents, paperwork, and recordsStrong ability to follow established procedures, systems, and Standard Operating Procedures (SOPs)Strong written and verbal communication skillsSelf-starter with the ability to work independentlyExcellent time management, follow-through, and problem-solving skillsComfortable utilizing ChatGPT and AI tools to improve productivity and efficiencyPreferred QualificationsOffice Manager, Administrative Coordinator, Executive Assistant, Real Estate Assistant, Property Management, or Operations experienceQuickBooks experienceExperience with Google Forms, Jotform, Microsoft Forms, or similar platformsExperience creating SOPs, operations manuals, training guides, and process documentationExperience using Scribe, Trainual, Tango, Loom, Notion, ClickUp, or similar documentation and workflow management platformsReal estate, property management, mortgage, escrow, title company, or REALTOR experienceExperience working with vendors, contractors, and project coordinationExperience implementing systems, process improvements, workflow automation, and operational efficienciesCompensation & BenefitsCompetitive hourly compensation ($24$30 per hour based on experience)Career growth opportunitiesTechnology-forward work environmentDiverse and engaging responsibilitiesSupportive and collaborative team environmentAbout All Is Well Holistic SpaAll Is Well Holistic Spa is a well-established luxury wellness spa proudly serving Katy, Texas for over 10 years. We are committed to providing exceptional client experiences while building efficient systems and strong operational foundations that support our continued growth.We are looking for an organized, dependable, and technology-savvy professional who can help take ownership of administrative operations, improve systems, and support the continued success of our growing business.
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