Operations & Administrative Coordinator

Operations & Administrative Coordinator

Location: Houston, TX

Position Summary

OakTree Staffing is seeking an organized and detail-oriented Operations & Administrative Coordinator to support daily office operations and employee administration. This role serves as a central point of contact for employees, clients, and internal teams by coordinating onboarding activities, processing billing, managing accounts receivable activities, and ensuring smooth day-to-day office operations.

This position is ideal for someone with administrative experience who is comfortable managing multiple priorities in a fast-paced staffing environment. The Operations & Administrative Coordinator will also play an important role in employee care by serving as a resource for employees throughout their assignment and helping ensure a positive employment experience.

Key Responsibilities

Office Administration

• Answer and direct incoming phone calls
• Welcome visitors and assist employees as needed
• Manage office supplies and inventory
• Coordinate mail, shipping, and office vendors
• Support company events and administrative projects

Employee Onboarding & Employee Care

• Coordinate new hire onboarding activities
• Ensure completion of employment paperwork and compliance documents
• Assist with I-9 and E-Verify processes
• Maintain employee records and onboarding files
• Communicate onboarding requirements with new hires and recruiters
• Serve as a point of contact for employees regarding basic employment-related questions
• Support ongoing employee care through regular communication and timely resolution of employee concerns
• Assist with employee engagement initiatives and employment-related administrative support throughout the employee lifecycle

Billing & Invoicing

• Prepare and submit accurate client invoices
• Review timesheets, expense reports, and billing information for accuracy and compliance with client requirements
• Verify employee expenses and supporting documentation prior to billing clients
• Process billable expenses and ensure accurate inclusion on client invoices
• Monitor invoice status and resolve billing discrepancies
• Communicate with clients regarding invoice questions and supporting documentation
• Maintain accurate billing records and documentation

Accounts Receivable

• Follow up on outstanding invoices and past-due accounts
• Communicate professionally with client contacts regarding payment status
• Maintain collection notes and aging reports
• Accurately apply client payments to invoices and reconcile payment activity
• Research and resolve payment discrepancies
• Assist with month-end accounts receivable reconciliation activities
• Escalate collection issues as appropriate

Qualifications

• 1-3 years of administrative, office support, staffing, payroll, onboarding, billing, or accounts receivable experience preferred
• Experience with employee onboarding, staffing operations, payroll support, or accounts receivable is a plus
• Strong organizational and multitasking skills
• Excellent attention to detail and follow-through
• Professional written and verbal communication skills
• Proficiency with Microsoft Office, especially Excel and Outlook
• Experience with staffing software, payroll systems, ATS platforms, or accounting systems is helpful but not required
• Ability to manage multiple priorities while maintaining a high level of accuracy and customer service.