Administration & Operations Coordinator

Job Description

Job Description

Position: Admin & Operations Coordinator

Organization: Administration & Human Resources 

Classification: Non-Exempt / Exempt

Reports to: Operations Manager / Sr. Manager – Administration

Summary: Vatic Outsourcing, a growing telecom consulting firm, is seeking a highly organized, dependable, and detail-oriented Admin & Operations Specialist to manage daily office operations, facilities management, and administrative workflows. This on-site role is essential to maintaining seamless daily business activities, including local errands, vendor management, office upkeep, and basic financial support.

Major Duties and Responsibilities:

Facilities & Building Management

• Oversee the daily upkeep, maintenance, and cleanliness of all office buildings.
• Coordinate and schedule routine inspections, maintenance, and emergency repairs for HVAC, plumbing, electrical systems, and office equipment.
• Act as the primary point of contact for property managers, cleaning crews, and third-party facility vendors.
• Manage vendor contracts, negotiate service agreements, and review/approve facility-related invoices.
• Plan and manage office layout changes, seating arrangements, ergonomic setups, and workstation prep for new team members.
• Maintain office inventory, track physical assets, order supplies, and manage repair logistics for office equipment.

Daily Administrative & Daily Operations

• Daily Local Errands: Travel locally daily to the company PO box to collect physical mail and checks, and perform daily bank deposits at the local bank branch.
• Sort and distribute incoming physical mail and process all outgoing mail and package shipments.
• Handle core administrative tasks, including document management, electronic filing, data entry, and recordkeeping.
• Assist in planning and coordinating company events, celebrations, and philanthropic initiatives.
• Assist with internal operational communications, announcements, and office updates.

• Support HR functions such as recruitment coordination, onboarding, and employee engagement activities.
• Handle confidential information with professionalism and discretion.
• Serves as the receptionist for the office, greeting visitors and candidates for interviews.
• Prepare HR reports and documentation as needed.

Financial & Basic Operational Support

• Process and deposit incoming physical checks at the local bank daily.
• Enter client payments into internal accounting tracking systems and QuickBooks.
• Assist with basic client invoicing, accounts payable tracking, and processing routine operational expenses.
• Handle confidential business and financial information with high discretion.

Required Skills & Abilities:

• Must have a valid driver’s license, a reliable vehicle, and clean driving record for daily mandatory local trips (PO box and bank).
• Strong organizational, multitasking, and problem-solving skills with high attention to detail.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint), Google Suite, and basic accounting software (QuickBooks preferred).
• Hands-on experience working with facilities vendors, maintenance technicians, and service contracts.
• Ability to work independently and manage daily routine responsibilities without constant supervision.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 25–30 pounds for handling packages, office supplies, and setup needs.
• Daily local driving required.

Education & Experience:

• Two to three years of administrative, office operations, or facilities management experience preferred.
• Experience handling basic bookkeeping/QuickBooks or banking procedures preferred.
• High school diploma required; Associate’s or Bachelor’s degree preferred.

Work Environment:

This position is a 100% on-site role operating in a professional office environment. Must be available in-person daily to perform facilities checks and complete daily bank/PO box runs.

Supervisory Responsibility: While there is not a formal responsibility for personnel management, this role will work closely with various members of internal peer and management organizations.

Additional Eligibility Qualifications

 

• Work Authorization/Security Clearance (if applicable)
• Job contingent upon a background check

 

EEO Statement: It is our policy to provide equal employment opportunity to all individuals. We are committed to a diverse workforce. We value all employees’ talents and support an environment that is inclusive and respectful. We are strongly committed to this policy and believe in the concept and spirit of the law.

 

Vatic’ s policy is to provide equal employment opportunity to qualified persons without regard to race, color, religion, sex, national origin, age, known mental and physical disabilities, or veteran status. Federal and state laws require this, and we believe equal employment opportunity is simply good business practice.

 

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.