Business Operations & Office Coordinator

Business Operations & Office Coordinator

About the Role

TONYMOLY USA is seeking a highly organized, proactive, and resourceful Business Operations & Office Coordinator to support day-to-day business operations, office administration, executive coordination, internal projects, and employee experience initiatives.

This role is ideal for someone who enjoys variety, takes ownership, and can keep multiple moving parts organized across a growing business. The Business Operations & Office Coordinator will serve as a central point of coordination across departments, helping ensure projects move forward, communication stays clear, and the office environment remains professional, welcoming, and well-run.

This is a hands-on role that requires strong follow-through, attention to detail, comfort with technology, and the ability to anticipate needs before they become issues.

Key Responsibilities

Operations & Project Coordination

• Support company-wide operations and cross-functional initiatives by helping teams stay organized, accountable, and aligned.

• Manage and maintain Monday.com boards, workflows, project updates, and task tracking.
• Support SOP maintenance, follow-ups, and documentation to ensure processes remain current and accessible.
• Coordinate cross-functional projects by tracking deadlines, owners, action items, and next steps.
• Assist with KPI tracking and recurring reporting across departments.
• Follow up on leadership meeting action items to ensure progress and accountability.
• Document business processes, workflows, and recurring procedures.
• Track company initiatives and help ensure priorities continue moving forward.
• Identify opportunities to improve coordination, communication, and operational efficiency.

Executive Support

• Coordinate internal and external meetings, including scheduling, agendas, materials, and follow-up items.
• Arrange business travel, accommodations, reservations, and related logistics.
• Assist with research projects, vendor comparisons, business summaries, and administrative preparation.
• Coordinate vendors and outside partners as needed.
• Track and follow up on key initiatives, deadlines, and leadership requests.
• Support special projects that require organization, discretion, and timely execution.
• Help leadership stay focused by managing administrative details and keeping priorities organized.

Office Management & Employee Experience

• Own the day-to-day office environment and help create a positive, organized, and engaging employee experience.
• Oversee general office administration and daily office needs.
• Manage office supplies, snacks, beverages, mail, packages, subscriptions, and office-related vendors.
• Coordinate office upkeep, repairs, maintenance requests, and workspace readiness.
• Plan and coordinate team lunches, company events, holiday gifts, employee recognition moments, and other culture-building activities.
• Support new hire office logistics, including desk and workstation coordination, welcome kits, supplies, and first-day readiness.
• Help ensure employees have the tools, information, and environment they need to be productive.
• Serve as a point person for office-related questions and employee experience needs.

Intern Program & Recruiting Coordination

• Support the company’s recruiting efforts and manage the internship program from coordination through completion.
• Coordinate the internship program, including onboarding, scheduling, check-ins, project tracking, and end-of-program presentations.
• Schedule interviews and support communication with candidates.
• Assist with job postings, recruiting coordination, interview logistics, and candidate follow-up.
• Prepare onboarding materials and coordinate first-day logistics for interns.
• Conduct weekly intern check-ins to monitor progress, questions, and support needs.
• Track intern projects, deliverables, timelines, and feedback.
• Coordinate intern offboarding and final presentations.

People Operations Administration

• Support in-office new hire onboarding and employee setup.
• Assist with PTO administration through Vacation Tracker and Justworks, including tracking for hourly employees as needed.
• Coordinate offboarding logistics, including equipment return, access updates, and administrative follow-up.
• Help maintain employee-related documentation, checklists, and process trackers.
• Support employee communications related to administrative processes, office updates, and company logistics.

AI & Business Efficiency Projects

• Help the company adopt practical tools and workflows that improve efficiency and reduce manual work.
• Create, organize, and maintain internal GPTs or AI-enabled resources for recurring business needs.
• Build and maintain prompt libraries for internal use.
• Research AI tools and business efficiency platforms that may support company operations.
• Create simple AI training resources, guides, and examples for employees.
• Identify opportunities to automate repetitive workflows or improve manual processes.
• Support company-wide AI adoption by helping employees understand how to use tools responsibly and effectively.

Finance & Administrative Support

• Provide administrative support to the Controller and Fractional Head of Finance as needed.
• Assist with vendor paperwork, forms, and administrative documentation.
• Collect and organize documents, insurance certificates, contracts, and related business records.
• Support scheduling and coordination for finance-related meetings and follow-ups.
• Assist with administrative follow-up related to vendors, compliance requests, and internal documentation.
• Provide general coordination support for finance and business administration projects as needed.

Qualifications

• Bachelor’s degree preferred, or equivalent professional experience.
• 2+ years of experience in office administration, business operations, executive support, project coordination, HR coordination, recruiting coordination, or a similar role.
• Strong organizational skills with the ability to manage multiple priorities at once.
• Excellent follow-through and attention to detail.
• Strong written and verbal communication skills.
• Comfortable working with leadership, employees, candidates, vendors, and external partners.
• Experience with Monday.com, project management tools, HR platforms, ATS systems, Google Workspace, Microsoft Office, or similar tools preferred.
• Comfortable learning new technology and exploring AI tools to improve business efficiency.
• Ability to handle confidential information with discretion.
• Proactive, solutions-oriented, and willing to take ownership of tasks from start to finish.

Work Environment

This role requires a hands-on presence in the office and regular coordination with employees, leadership, vendors, candidates, and external partners. The Business Operations & Office Coordinator will play an important role in supporting both the operational rhythm and employee experience of TONYMOLY USA.