Operations Office Coordinator

Job Description

Operations Office Coordinator

Location: South Charlotte, NC

Job Type: Part-Time | On-Site

Schedule: Monday, Tuesday & Thursday | 8:30 AM – 4:30 PM

Hours: 21 hours per week

About the Role

We are seeking a highly organized and dependable Part-Time Operations Office Coordinator to support our South Charlotte office.

This is a fully on-site position and is ideal for someone who enjoys keeping an office organized, managing multiple administrative tasks, maintaining accurate business records, and supporting the day-to-day operations of a small business.

The successful candidate will be comfortable working independently, prioritizing tasks, paying close attention to detail, and handling a variety of administrative responsibilities.

What You'll Do

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• Draft emails and other professional office correspondence.
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• Add, update, and maintain contact information using Microsoft Outlook and Microsoft Excel.
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• Coordinate in-person and virtual meetings using tools such as Calendly, Microsoft Bookings, Microsoft Outlook, Microsoft Teams, and Zoom.
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• Assist with administrative aspects of proposal submissions, including completing required forms and tracking important deadlines.
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• Prepare client invoices and track bills and payment due dates.
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• Record receipts, bill payments, and other financial transactions using Xero or a similar bookkeeping application.
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• Collect, organize, and sort physical mail and business documents.
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• Maintain office supplies and coordinate replenishment as needed.
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• Manage Peerspace bookings.
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• Assist with filing State Annual Business Reports and other required business documentation.
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• Help maintain business certifications by organizing and submitting renewal paperwork.
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• Perform data entry, document management, recordkeeping, and other general administrative tasks.
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• Provide general office support to help keep day-to-day business operations organized and running smoothly.
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What We're Looking For

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• High school diploma and at least 3 years of experience working in a business or office environment , OR at least 2 years of college coursework .
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• Previous experience in administrative support, office coordination, office administration, or a similar role.
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• Strong written and verbal communication skills with a professional command of English.
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• Strong organizational skills and the ability to prioritize multiple tasks and deadlines.
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• High level of accuracy and attention to detail, particularly with data entry, forms, invoices, and business records.
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• Ability to work independently, troubleshoot issues, solve problems, and ask questions when guidance is needed.
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• Strong proficiency with Microsoft 365, including Word, Excel, and Outlook .
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• Experience coordinating meetings, calendars, or appointments using scheduling tools.
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• Experience with or willingness to learn bookkeeping software such as QuickBooks or Xero .
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• Comfortable learning and using new software and business applications.
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Preferred Qualifications

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• Previous experience supporting a small business or professional services organization.
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• Experience with invoicing, bill tracking, bookkeeping, or accounts payable support.
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• Experience using QuickBooks and/or Xero .
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• Experience with Calendly, Microsoft Bookings, Microsoft Teams, or Zoom.
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• Experience managing business records, forms, certification renewals, or compliance-related documentation.
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Schedule & Work Location

This position is fully on-site at our South Charlotte office.

Schedule:

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• Monday: 8:30 AM – 4:30 PM
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• Tuesday: 8:30 AM – 4:30 PM
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• Thursday: 8:30 AM – 4:30 PM
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Total Hours: 21 hours per week