Operations & Systems Coordinator

Position Summary

The Operations & Systems Coordinator supports the organization’s day-to-day operations by overseeing internal systems, coordinating technology and facilities needs, and providing operational and administrative support to executive leadership. This role will serve as the initial point of contact for inbound calls and visitors as well as a central point of coordination between internal teams, outsourced IT partners, and leadership to ensure efficient and well-documented business operations. 

Key Responsibilities include:

Front Office

·        General Reception duties

·        Office supply orders

·       Maintaining the presentation of the front office area

Systems & Technology

·        Research, evaluate, and recommend software solutions to support business operations.

·        Coordinate implementation, configuration, and ongoing support of business systems and applications.

·        Serve as the primary liaison with outsourced IT vendors and technology service providers.

·        Manage user access, permissions, and basic troubleshooting for business systems.

·        Maintain documentation for systems, workflows, and technology procedures.

Operations & Facilities

·        Oversee office and facilities operations, including vendor coordination and maintenance.

·        Support operational process improvements and cross-department coordination.

·        Ensure facilities operations align with company standards and business continuity needs.

Finance & Administrative Support

·        Support accounts receivable processes, including invoice tracking, follow-up, and coordination with accounting.

·        Assist with operational reporting and documentation related to financial and administrative processes.

·        Coordinate with internal finance leadership to support timely and accurate administrative workflows.

Executive & Leadership Support

·        Coordinate schedules, information flow, and follow-ups to support executive effectiveness.

·        Act as a trusted point of contact for internal and external communications on behalf of leadership.

Qualifications

·        Experience in operations coordination, systems administration, or business support roles.

·        Strong familiarity with SharePoint and Microsoft Office Suite

·        Strong working knowledge of business software systems and vendor coordination.

·        Excellent organizational, documentation, and prioritization skills.

·        Strong written and verbal communication skills.

·        Ability to handle confidential information with discretion and professionalism.

Preferred Skills

·        Experience working with outsourced IT providers or managed service providers.

·        Familiarity with accounts receivable or basic accounting processes.

·        Experience supporting senior executives in an administrative or operational capacity.

·        Process improvement mindset with attention to detail.

Working Style & Attributes

·        Proactive and solutions oriented.

·        Highly organized with strong follow-through.

·        Adaptable in a fast-paced, multi-functional environment.

·        Collaborative, dependable, and trusted by leadership.

· Meet our core values of Curios, Bold, and Humble.