Note: The job is a remote job and is open to candidates in USA. The Region HR Consulting Firm is hiring an Operations & Administrative Coordinator to support its internal operations and client service. The role manages client and project tracking, app and service-request workflows, performance-review coordination, executive scheduling, and day-to-day administrative support.
Responsibilities
- **Dashboard Management:** Maintain The Region HR Dashboard and Monthly Client Dashboards, proactively notifying clients and consultants when a client has 8 hours remaining before exceeding their monthly contracted hours. Ensuring target goals are on track to be met
- **Contract Tracking:** Monitor and track client contract expiration dates to ensure timely renewals and proactive follow-ups. Working with consultants to seek out new clients
- **Email & Inquiry Triage:** Manage the `[email protected]` email account during business hours, routing client communications to the appropriate consultants and tracking task follow-ups
- **Website Inquiries:** Monitor the company website and process incoming new client inquiries
- **Subscriber Onboarding (Client-Facing):** Process new app subscriber sign-ups for *The Region HR Technologies App*, initiate welcome sequences, and guide users through profile setup and required documentation uploads within the platform
- **Service Request Routing (Non-Client-Facing):** Review incoming requests for services submitted through the non-client-facing side of the platform and route them directly to dedicated consultants for timely fulfillment and scoping
- **Performance Evaluations:** Manage and distribute monthly performance reviews, including handling 30-, 60-, and 90-day as well as 3-, 6-, and 12-month client and internal reviews
- **Internal Reviews & SOPs:** Coordinate internal staff annual reviews and create clear internal Standard Operating Procedures (SOPs) for firm processes and protocols
- **Time Tracking (Clockify):** Manage weekly Clockify data to ensure all internal staff are logging their hours daily
- **Calendar Management:** Manage and maintain the CEO’s calendar for scheduling
- **Meeting Coordination:** Schedule quarterly team meetings, attend to take accurate minutes, and coordinate monthly/quarterly community service initiatives for the team
- **Employee Engagement:** Manage all client and internal staff monthly birthdays and employee anniversaries, ensuring timely acknowledgment and card mailings
- **General Assistance:** Provide day-to-day administrative and operational assistance to consultants and the CEO as dictated by client needs
Skills
- 2–3 years of proven experience in an administrative, operations, office management, or tech-enabled service role
- Advanced command of the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort navigating web-based technology platforms/apps
- Exceptional verbal and written communication skills with a professional, client-ready demeanor
- Superior organizational skills with a proven ability to prioritize tasks, manage competing deadlines, and maintain meticulous attention to detail
- Self-starter who can work independently in a non-exempt role, managing time efficiently and accurately
- Meticulous oversight of multi-layered tracking tools, including dashboards, contract expiration trackers, and project workflows
- Strong judgment to manage shared inboxes, accurately route messages, and proactively flag critical client thresholds (such as the 8-hour remaining limit)
- Aptitude for designing, writing, and standardizing clear internal standard operating procedures that optimize firm protocols
- Diligence in managing staff productivity data via tools like Clockify to ensure daily compliance
- Professional tact when handling sensitive HR touchpoints, milestone recognitions, and confidential executive scheduling
- HR consulting or professional services environment preferred
Benefits
- Hybrid/remote work arrangement
Company Overview