Operations Administrative Coordinator

This at-will position is responsible for a wide variety of secretarial and administrative duties for the Departmental Director, Board of Directors, and other District Management. The successful candidate will support multiple business personalities in executive, accounting staff, human resources, and operational leadership roles by ensuring accurate processing of financial and administrative activities, maintaining organized records, coordinating communication, and assisting with internal and external client operations. This position requires exceptional organizational skills, strong written and verbal English communication abilities, advanced attention to detail, and the ability to manage multiple assignments simultaneously while maintaining strict confidentiality and professionalism. Due to the highly confidential and sensitive nature of the financial, legal, payroll, tax, human resources, operational, and client-related information associated with this position, all employees, contractors, and consultants are required to maintain the highest standards of confidentiality, professionalism, ethics, integrity, discretion, and professional conduct always. Candidates must demonstrate the ability to responsibly manage privileged, proprietary, and non-public information in compliance with company policies, internal procedures, applicable federal and state laws, industry regulations, and established compliance standards. This role requires sound judgment, ethical decision-making, and professionalism in all communications and interactions with management, staff, clients, vendors, and governmental agencies, as well as the ability to operate effectively within a highly regulated, compliance-driven, detail-oriented, and fast-paced environment. Candidates will also be required to comply with all company cybersecurity, data privacy, records retention, document handling, password security, remote access, technology usage, and information governance protocols designed to safeguard confidential business operations, client information, financial records, and legal documentation. Any unauthorized disclosure, duplication, misuse, distribution, alteration, or removal of company or client information, whether intentional or accidental, may result in disciplinary action, up to and including immediate termination of employment or contract, and may subject the individual to civil and/or criminal liability, where permitted by law. Candidates are required to complete and execute applicable compliance-related certifications or acknowledgments required by company policy or client engagement standards, which may include, but is not limited to, a Non-Disclosure Agreement (NDA), Confidentiality Agreement, Conflict of Interest Disclosure Statement, Data Privacy and Cybersecurity Acknowledgment, Intellectual Property Agreement, Remote Access and Technology Use Policy, and any additional compliance-related certifications or acknowledgments required by company policy or client engagement standards. This position is fully remote and requires a reliable high-speed internet connection and a quiet, professional workspace conducive to daily business operations, virtual meetings, and real-time collaboration with supervisors and team members during standard Eastern Standard Time (EST) business hours. All work is performed in a virtual environment and requires prolonged use of computers, software systems, and multiple digital communication platforms. Candidates must be comfortable operating in a highly structured, closely managed environment with ongoing supervisory oversight, performance monitoring, regular communication, and adherence to established workflows, deadlines, and productivity expectations. The ideal candidate will possess strong organizational, communication, multitasking, and time-management skills, with the ability to prioritize assignments, manage responsibilities independently, and maintain a high level of professionalism in a fast-paced remote work setting. This role is primarily sedentary and computer-based, requiring extended periods of sitting, typing, reading, data entry, and viewing computer screens throughout the workday. Occasional lifting and moving of office files, equipment, or materials weighing up to 25 pounds may also be required. CORE RESPONSIBILITIES ACCOUNTING & FINANCIAL SUPPORT • Process accounts payable and accounts receivable transactions accurately and in a timely manner. • Prepare invoices, payment requests, expense reports, and reimbursement documentation. • Maintain vendor records, contracts, payment schedules, and customer files. • Assist with bank deposits, reconciliations, and financial record maintenance. • Monitor outstanding balances and assist with collections follow-up as needed. • Review and organize receipts, purchasing records, and supporting accounting documentation. • Assist with preparation of payroll reports, payroll remittances, and employee deductions. • Support month-end and year-end reconciliation activities. • Assist with preparation of annual 1099 forms and other tax-related reporting. • Maintain accounting ledgers and transaction logs under CPA supervision. • Assist with budgeting, variance reporting, and expense analysis. • Generate internal accounting reports and administrative financial summaries. • Ensure compliance with company financial controls, audit requirements, and accounting procedures. • Assist with Federal, State, and local filing requirements as assigned. PAYROLL & BENEFITS SUPPORT • Assist with payroll processing and payroll data verification. • Review employee timesheets and attendance records for accuracy. • Assist with payroll reconciliation and benefits deduction reporting. • Coordinate employee onboarding and payroll setup documentation. • Maintain confidentiality of payroll and employee information. • Assist with employee benefits administration including enrollments, terminations, and staff updates. • Support compliance with IRS, labor, payroll, and employment regulations. HUMAN RESOURCES SUPPORT • Prepare offer letters, onboarding documentation, and employee files. • Maintain I-9 records and employee compliance documentation. • Coordinate interview scheduling and applicant communications. • Respond to employment verification requests. • Assist with HR reporting, employee census data, and compliance tracking. • Support employee record maintenance and document retention procedures. • Assist with HR administrative projects, policy updates, and staff communications. EXECUTIVE & ADMINISTRATIVE SUPPORT • Manage executive calendars, meetings, appointments, and scheduling logistics. • Coordinate travel arrangements, expense tracking, and meeting preparation. • Draft and proofread correspondence, memoranda, reports, presentations, and meeting materials. • Organize and maintain electronic and cloud-based filing systems. • Maintain accurate task tracking and follow-up systems. • Coordinate internal and external communications professionally and promptly. • Prepare agendas, summaries, meeting notes, and project updates. • Assist with client intake, communication routing, and message management. • Maintain confidentiality regarding executive, legal, financial, and client matters. • Support daily administrative operations and special projects as assigned. PROJECT & OPERATIONS SUPPORT • Assist with coordination and tracking of accounting, compliance, operational, and client projects. • Monitor project deadlines, deliverables, and internal follow-up tasks. • Support workflow management systems and project tracking platforms. • Maintain organized document retention and cloud storage procedures. • Assist with process improvement initiatives and operational efficiency efforts. • Coordinate virtual meetings, training sessions, and organizational activities. • Support website updates, branding initiatives, and digital administrative tasks where applicable. CUSTOMER SERVICE & COMMUNICATION • Serve as a professional point of contact for clients, vendors, executives, and staff. • Respond to inquiries professionally through email, phone, and ticketing systems. • Escalate urgent matters appropriately and ensure timely follow-up. • Maintain exceptional customer service standards in all interactions. • Communicate effectively with U.S.-based and international team members and clients.