Operations & Project Coordinator

Job Description

Hazelwood Laboratories — Columbia, Tennessee

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Hazelwood Labs is a small, design-focused audio company in downtown Columbia. We create and install custom audio systems, tactile controllers, specialty products, and functional objects for hospitality, retail, and residential environments.

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We’re looking for an exceptionally organized person to become the operational anchor of the business. This position combines project coordination, purchasing, financial administration, scheduling, documentation, and in-person retail support. The role may begin part-time, but our goal is for it to develop into a full-time position. For the right candidate who requires full-time employment, we are open to structuring it that way from the beginning.

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This is not a conventional administrative assistant position. The right person will learn how the entire business operates, identify what is missing or unresolved, and gradually take ownership of the systems that keep projects and company obligations moving.

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Responsibilities

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• Maintain project schedules, task lists, documentation, and closeout records
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• Review project equipment lists and help determine what must be purchased or staged for each phase
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• Prepare purchase orders for approval and track orders, shipments, returns, and backorders
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• Coordinate with clients, vendors, subcontractors, and project partners
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• Track project expenses, job costs, change orders, invoices, and outstanding receivables
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• Organize receipts, bills, and other documentation for bookkeeping
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• Maintain and help improve our weekly cash-flow forecast
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• Keep project information current across spreadsheets and project management platforms
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• Evaluate and improve the systems used to manage projects and company operations
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• Assist with inventory, shipping, receiving, and general Lab organization
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• Provide retail sales coverage at our downtown Columbia showroom
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• Help create clear, repeatable systems as the company grows
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Who We’re Looking For

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The strongest candidate will have experience in construction administration, specialty contracting, project coordination, small-business operations, bookkeeping, purchasing, or office management.

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You should be:

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• Exceptionally organized and attentive to detail
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• Self-directed, resourceful, and dependable
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• Comfortable identifying priorities without waiting for every task to be assigned
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• Able to notice when information is missing, inaccurate, or unresolved
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• Financially aware and comfortable working with project costs, purchasing, invoices, and cash flow
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• Confident communicating with clients, vendors, and subcontractors
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• Comfortable with spreadsheets, accounting software, and project management platforms
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• Interested in creating order and improving the way a business operates
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• Trustworthy with confidential company, client, and financial information
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• Comfortable working in a creative, technical, small-business environment
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Familiarity with QuickBooks, Google Workspace, Shopify, and project management software is helpful, but our specific systems can be learned. Experience evaluating, implementing, or migrating project management platforms would be especially valuable. Audio-industry experience is not required. Technical aptitude, curiosity, sound judgment, and follow-through are more important.

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Schedule and Compensation

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The part-time schedule is Thursday through Saturday . The full-time schedule is Tuesday through Saturday , with Sunday and Monday off.

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Saturday availability is required , as the position includes in-person retail coverage. This is a primarily on-site position at Hazelwood Labs in downtown Columbia.

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Because consistent in-person availability is essential, we are seeking candidates who already live in Columbia or the surrounding area. We are not considering applicants who would need to relocate or undertake a long commute for this position.

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Starting compensation is $26–$32 per hour and will be determined by relevant experience, the responsibilities the candidate is prepared to assume, and whether the position is initially structured as part-time or full-time.

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What Success Looks Like

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Projects, purchases, schedules, financial information, and outstanding obligations remain current and visible without constant supervision. Problems are noticed early, loose ends are followed through, and decision-makers receive organized information and proposed next steps rather than another list of things to investigate.

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There is considerable room for this position to grow in responsibility and compensation as the person develops an understanding of Hazelwood Labs and takes ownership of its operations.