Executive Assistant & Business Operations Coordinator

Description Fishermen's Source | Ocean Township, NJ Position Type: Full-Time | Monday–Friday | 9:00 AM–5:00 PM Experience Level: Entry-Level to Early Career Reports To: Ownership and Management Location: On-Site About the Position Fishermen's Source is looking for a highly organized, motivated, and detail-oriented individual to join our team as an Executive Assistant & Business Operations Coordinator. This is a great opportunity for someone who enjoys organization, problem-solving, technology, and working on a variety of projects. The position will provide direct support to ownership and management while assisting with daily business operations, human resources administration, employee records, company policies, renovations, expansion projects, and general administrative responsibilities. We are looking for someone who takes initiative, is eager to learn, and can help us stay organized, improve processes, and implement more efficient and cost-effective systems. The ideal candidate does not need extensive management experience but should be dependable, resourceful, comfortable with technology, and able to manage multiple tasks while maintaining attention to detail. This role also includes occasional personal assistant responsibilities for ownership. Key Responsibilities Executive & Administrative Support Assist ownership and management with daily administrative responsibilities. Help manage schedules, appointments, meetings, and reminders. Organize projects, assignments, and follow-up tasks. Communicate with vendors, contractors, employees, and service providers. Prepare emails, documents, reports, and spreadsheets. Track deadlines and follow up on outstanding items. Assist with occasional personal scheduling, errands, and administrative matters. Maintain organized digital files and company records. Human Resources & Employee Support Help organize and maintain employee personnel files and profiles. Update employee records, job descriptions, and employment documentation. Assist with tracking employee performance notes, evaluations, attendance, and training records. Help management document employee feedback, coaching, and performance improvements. Support employee onboarding and new-hire paperwork. Assist with interview scheduling, job postings, and applicant communication. Help organize and update the employee handbook, company policies, and workplace guidelines. Track employee acknowledgments of policies and procedures. Assist management with employee schedules, communications, and follow-up tasks. Maintain confidentiality of employee information. Business Operations & Staff Coordination Support management with the organization of retail store, warehouse, and administrative operations. Assist with daily checklists, schedules, and operational procedures. Help ensure assignments and projects are tracked and completed. Coordinate communication between departments. Help create and maintain organized systems for company tasks and responsibilities. Assist with documenting procedures and improving workflow. Follow up with employees and managers on outstanding assignments. Identify areas where better organization or systems could improve efficiency. Renovations, Expansion & Special Projects Assist with ongoing store renovations, warehouse improvements, and company expansion projects. Communicate with contractors, vendors, and service providers. Help obtain and organize quotes, proposals, and invoices. Compare pricing and research cost-effective options. Track project timelines, budgets, appointments, and deliveries. Organize contracts, permits, warranties, and other project documentation. Schedule meetings, site visits, and installations. Follow up on outstanding project items and provide updates to management. Assist with organizing new equipment, fixtures, shelving, and facility improvements. Systems, Technology & Organization Help research and implement modern, cost-effective business tools and software. Assist with improving company organization and administrative processes. Create spreadsheets, checklists, trackers, and templates. Organize digital files, employee records, and project documentation. Identify repetitive tasks that could be simplified or automated. Help maintain company communication and task management platforms.Research new technology and tools that could improve productivity. Assist employees and management with adopting updated systems and procedures. General Business & Financial Administration Help organize invoices, receipts, contracts, and vendor records. Assist with tracking project expenses and payments. Coordinate administrative information with accounting and management. Research pricing and compare vendors or services. Maintain records of purchases, warranties, and recurring expenses. Assist with preparing basic reports and expense summaries. Help identify opportunities to reduce unnecessary expenses. Who We're Looking For Someone who is: Highly organized: Enjoys creating structure, maintaining records, and keeping things on track. Proactive: Takes initiative and follows through without constant reminders. Tech-savvy: Comfortable learning new software and using technology to work smarter. Resourceful: Willing to research options, compare solutions, and figure things out. Detail-oriented: Pays attention to accuracy and the little things that matter. Flexible: Comfortable working on different types of assignments throughout the day. Dependable: Can be trusted to handle responsibilities and confidential information. Positive and motivated: Brings a strong work ethic and a willingness to help wherever needed. Eager to grow: Interested in learning more about business operations, HR, project coordination, and management. What You'll Gain This position offers hands-on exposure to multiple aspects of running a growing retail and e-commerce business, including executive support, human resources, business operations, project coordination, and technology. You'll work directly with ownership and management, gain valuable experience, and have opportunities to take on additional responsibilities as you develop your skills. Our Goal We are looking for someone who can help bring organization, consistency, and efficiency to our growing business. The right person will be a reliable support system for ownership and management, helping keep daily responsibilities, employee records, projects, and company initiatives organized and moving forward. We don't expect you to know everything on day one. We're looking for someone who is organized, motivated, resourceful, and excited to learn and grow with Fishermen's Source. Requirements Qualifications Required Strong organizational skills and attention to detail. Excellent written and verbal communication skills. Comfortable using computers, spreadsheets, email, and business software. Ability to manage multiple assignments and prioritize tasks. Dependable, professional, and willing to learn. Ability to work independently while following management direction. Strong follow-through and problem-solving abilities. Comfortable communicating with employees, managers, and vendors. Ability to handle confidential information professionally. Preferred but Not Required 1–3 years of administrative, office, executive assistant, HR support, or operations experience. Experience with Microsoft Office or Google Workspace. Familiarity with Slack, task management software, or similar platforms. Basic knowledge of employee records, HR administration, or office procedures. Experience in retail, e-commerce, warehouse, or small-business operations. Experience using AI tools and technology to improve organization and productivity. #J-18808-Ljbffr Fishermen's Source