Job Openings

Operations Coordinator

Job Description

The Operations Coordinator position will take on a more substantial role in managing financial and operational aspects of the firm. In addiiton to existing responsibilities, this role will require a candidate with strong writing skills and the ability to work independently on bookkeeping and rewewals. This role involves a higher level of independence and responsibility compared to the entry-level psotiion. This individual is expected to contribute actively to the improvement of operational processes and play a key role in ensuring compliance and efficiency within the firm.

• Independently handle bookkeeping tasks, including coordinating and tracking invoices

• Manage office insurance and license renewals, ensuring compliance with all regulations.

• Draft and edit business correspondence, proposals, and reports.

• Develop and maintain efficient internal processes and workflows.

• Assist in the onboarding and training of new team members.

• Contribute to the development and implementation of strategic initiatives.

Tasks + Responsibilities

1. Invoice Management:

   • Independently manage the coordination and tracking of invoices from various vendors and clients.

   • Ensure invoices are processed accurately and in a timely manner.

   • Maintain organized records of invoices, payments, and outstanding balances.

2. Office Renewals and Compliance:

   • Take the lead in managing office insurance and license renewals, ensuring compliance with all regulations.

   • Maintain a comprehensive calendar of renewal deadlines and coordinate renewals processes efficiently.

   • Communicate with insurance providers, regulatory agencies, and relevant stakeholders as needed.

3. Document Preparation and Editing:

   • Draft and edit business correspondence, proposals, and reports with a high level of accuracy and professionalism.

   • Create and maintain templates for commonly used documents to streamline the documentation process.

4. Process Optimization:

   • Identify areas for process improvement within the operations department and propose solutions.

   • Develop and maintain efficient internal processes and workflows, ensuring maximum producitivity.

5. Training and Onboarding:

   • Assist in the onboarding and training of new team members, providing guidance on operations-related processes and procedures.

   • Serve as a resource for junior team members, answering questions and offering support.

6. Administrative Support:

   • Provide general administrative support, including organizing and scheduling meetings, appointments, and project deadlines.

   • Assist in maintaining office supplies and inventory, ensuring that necessary items are readily available.

7. Communication and Collaboration:

   • Communicate effectively with internal teams, bookkeepers, vendors, and clients to facilitate smooth operations.

   • Collaborate with team members to ensure effective coordination of tasks and projects.

   • Report any significant issues or discrepencies to supervisors for resolution.

8. Reporting and Data Management:

   • Prepare and maintain reports related to financial activities, renewals, and other operational metrics

   • Ensure data accuracy and completeness for reporting purposes.

9. Ad Hoc Tasks:

   • Be flexibile and ready to handle various ad hoc tasks and assignments as they arise.

   • Adapt to changing priorities and contribute to maintaing order and efficiency within the office.

Qualifications

• Bachelor’s degree in business administration, operations management, or a related field (or equivalent work expereince).

• 2+ years of relevant experience in operations coordination or related roles.

• Proficient in office software and tools (e.g., Microscoft Office Suite, Googel Workspace).

• Strong written and verbal communication skills, including editing and document preparation.

• Demonstrateed ability to manage and prioritize multiple tasks and deadlines.

• Analytical mindset with a focus on process improvement.

• Aptitude for independently handling bookkeeping tasks and financial records.

• Proven ability to work collaboratively in a team environment.

• Prior experience in office renewal management is a plus.

• Strong problem-solving abilities and a commitment to achieving operational excellence.

Job Type: Part-time
Pay: $22.00 - $24.00 per hour
Expected hours: 20 - 30 per week
Schedule: Monday to Friday
Work Location: Hybrid remote in Haddon, NJ 08108

Your project is an investment. Are you getting the returns you deserve?

Your space is an asset. And the value of that asset can be directly measured by how well it achieves its purpose. With more than 40 years of experience, Lammey+Giorgio know that with the right design and strategy, your space can reduce expenses and maintenance costs and increase wealth and resilience.