Business Operations & Administrative Specialist

Business Operations & Administrative Specialist

Pay: $24.00–$28.00 per hour
Job Type: Full-Time
Location: In person in Lake in the Hills, Illinois
Schedule: Monday through Friday, 8:30 a.m. to 5:00 p.m.

Hertel’s Coins is seeking an experienced Business Operations & Administrative Specialist to provide high-level administrative and operational support directly to ownership.

This is not an entry-level administrative assistant or receptionist position. We are looking for someone who has already demonstrated the ability to independently manage business responsibilities, projects, records, deadlines, follow-up items, or operational processes in a professional environment.

The person selected should be highly proactive, efficient, organized, dependable, and comfortable taking responsibility for an assignment from initial request through final completion.

Because we are a growing small business, responsibilities may vary from day to day. The ideal candidate can move quickly between priorities, recognize what requires immediate attention, keep longer-term items from being forgotten, and adapt as business needs change.

This position is intended to become a trusted support role for ownership. Success means more than completing tasks when asked. We are looking for someone who naturally follows through, keeps track of unresolved items, asks the right questions, identifies problems early, and reduces the amount of day-to-day administrative oversight required from ownership.

Strong business judgment and practical problem-solving ability are important. The ideal candidate understands that administrative and operational decisions ultimately affect customers, deadlines, costs, revenue, and the overall efficiency of the business.

We are especially interested in candidates whose prior experience includes areas such as business operations, office management, project coordination, executive support, purchasing, vendor or customer coordination, reporting, financial or operational tracking, claims, logistics, or other responsibilities requiring independent follow-through.

The ideal candidate enjoys working in a small-business environment, learning how the business operates from the ground up, and becoming increasingly knowledgeable and useful across multiple areas of the company.

Responsibilities

• Independently manage recurring administrative and operational responsibilities
• Maintain records, trackers, deadlines, projects, and follow-up items through completion
• Support ownership with projects, documentation, research, and confidential administrative matters
• Identify unresolved issues and follow up without requiring repeated reminders
• Handle routine customer and marketplace communication
• Maintain and follow up on shipping claims and related documentation
• Assist with wholesale tracking, vendor and customer follow-up, and other business records
• Prepare, maintain, and update spreadsheets, reports, and business tracking systems
• Organize, review, reconcile, and validate business information for accuracy
• Communicate with vendors, customers, service providers, and other outside parties as needed
• Assist with special projects and changing operational priorities
• Learn auction catalog procedures to provide backup support when needed
• Learn new systems, procedures, and areas of the business as responsibilities evolve
• Assist ownership and the operations team with other business needs in a fast-paced small-business environment

Required Qualifications

• Prior professional experience in business administration, operations, office management, executive support, project coordination, purchasing, logistics, account management, or a similarly responsible business role
• Demonstrated experience independently managing multiple responsibilities, deadlines, projects, or follow-up items through completion
• Strong practical business judgment and problem-solving ability
• Highly proactive, efficient, organized, and dependable
• Strong ownership mindset and willingness to be accountable for results
• Excellent follow-through without repeated reminders
• Ability to identify what is still outstanding and take appropriate next steps
• Excellent attention to detail and accuracy
• Excellent attendance, punctuality, and reliability
• Must be consistently available Monday through Friday from 8:30 a.m. to 5:00 p.m.
• Minimum accurate typing speed of 50 words per minute
• Ability to independently manage multiple priorities after training
• Ability to change gears quickly as business priorities shift
• Strong written and verbal communication skills
• Professional judgment and discretion when handling confidential information
• Comfortable using Microsoft Excel for business tracking and willing to learn more advanced functions such as formulas, lookups, and Pivot Tables as needed
• Comfortable learning new computer systems, procedures, and business processes
• Comfortable communicating with customers, vendors, and outside business partners
• Enjoys working in a small-business environment and learning how the business operates from the ground up
• Must be able to work in person at our Lake in the Hills, Illinois location
• Must successfully complete a job-related background check as a condition of employment

Candidates whose experience is primarily limited to reception, front-desk coverage, or basic clerical support may not have the level of experience required for this position.

Previous coin or collectibles experience is not required. Training will be provided.

Compensation and Benefits

$24.00–$28.00 per hour based on relevant experience, demonstrated capabilities, business and organizational skills, ownership mindset, and overall qualifications.

Benefits include:

• Paid time off (PTO)
• Paid major holidays

Hertel’s Coins does not currently offer employer-sponsored health insurance.

Employment is contingent upon successful completion of a job-related background check.

Work Location: In person

Pay: $24.00 - $28.00 per hour

Benefits:

• Paid time off

Application Question(s):

• Can you consistently work Monday through Friday from 8:30 a.m. to 5:00 p.m. in person at our Lake in the Hills location?
• What is your accurate typing speed in words per minute? A minimum of 50 WPM is required and may be verified during the interview process.
• Have you previously worked in a professional administrative, operations, office management, executive support, project coordination, or similar role where you managed multiple ongoing responsibilities, deadlines, or follow-up items through completion?
• Are you comfortable using Microsoft Word and Excel in a professional work environment and learning additional functions as needed?

Work Location: In person

Salary : $24 - $28