Administrative & Operations Coordinator

Invictus Ventures is a growing, entrepreneurial organization seeking an exceptional Administrative & Operations Coordinator to join our team.

We're looking for more than someone who can keep an office organized. We're looking for a self-starter, problem-solver, and dependable team player who is excited to roll up their sleeves, take initiative, and become an essential part of our company's continued growth.

In this role, you'll work closely with company leadership and play an active part in supporting day-to-day business operations, coordinating administrative functions, assisting with bookkeeping and human resources, and helping bring new company initiatives to life.

Our ideal candidate is someone who takes pride in their work, thinks independently, anticipates needs, and isn't afraid to tackle unfamiliar challenges. We value people who can identify a problem, take ownership, and find a solution without needing constant direction.

This is an opportunity for someone who wants to grow alongside a growing company. As our organization evolves, so will your responsibilities, opportunities, and ability to make a meaningful impact.

Key Responsibilities

Executive & Operational Support

• Work directly with company executives to coordinate, implement, and manage various business initiatives and special projects.
• Support daily business operations, ensuring administrative processes run efficiently and effectively.
• Proactively identify opportunities to improve workflows, streamline processes, and resolve operational challenges.
• Manage scheduling, appointments, meetings, and internal communications.
• Take ownership of assigned projects, following through from initiation to completion.

Bookkeeping & Financial Administration

• Coordinate with company bookkeepers and accounting personnel to support routine financial operations.
• Assist with accounts payable, including organizing invoices, tracking payments, and coordinating vendor communications.
• Maintain organized financial records, spreadsheets, and supporting documentation.
• Assist with expense tracking, reconciliations, and other routine bookkeeping-related tasks.

Human Resources & Payroll Administration

• Coordinate and process company payroll through Paychex, ensuring timely and accurate submission.
• Track employee schedules, attendance, paid time off, and time-off requests.
• Assist with employee onboarding, personnel documentation, and general HR administration.
• Serve as an administrative point of contact for employees regarding routine HR and payroll matters.
• Coordinate with management and external HR partners to support employee-related initiatives.

Office Management & Team Coordination

• Help maintain an organized, efficient, and welcoming office environment.
• Greet visitors, coordinate appointments, and assist with incoming communications.
• Manage office supplies, documentation, filing systems, and general administrative needs.
• Plan and coordinate company events, holiday parties, team-building activities, and corporate travel.
• Communicate professionally and effectively with employees, vendors, business partners, and customers.
• Provide support across departments and take on additional responsibilities as business needs evolve.

Qualifications & Skills

What We're Looking For

• A genuine self-starter: Someone who takes initiative, works independently, and doesn't wait to be told what needs to get done.
• A strong sense of ownership: Someone who follows through on commitments, takes accountability, and can be counted on to deliver.
• Resourcefulness and problem-solving ability: Someone who is comfortable figuring things out, learning new systems, and finding practical solutions.
• Exceptional organizational skills: Ability to manage multiple priorities, stay on top of deadlines, and maintain attention to detail.
• Strong communication skills: Professional, personable, and confident when communicating with executives, colleagues, and external partners.
• Adaptability: Comfortable working in a fast-paced, entrepreneurial environment where priorities and responsibilities may evolve.
• A positive, team-oriented attitude: Someone who brings energy, enthusiasm, and a willingness to help wherever needed.
• An eagerness to learn and grow: Someone who is motivated to develop new skills and take on increasing responsibility over time.

Technical Skills & Experience

• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Comfort working with spreadsheets, business software, and AI systems.
• Prior experience in administrative support, office management, bookkeeping, or HR coordination is preferred.
• Familiarity with Paychex or similar payroll and HR platforms is a plus.
• Basic understanding of accounts payable, invoicing, and bookkeeping processes is beneficial.
• Strong written communication skills and professional phone and email etiquette.

Why Join Invictus Ventures?

At Invictus Ventures, we believe that great companies are built by great people.

We're an ambitious, growing organization with an entrepreneurial mindset, where team members have the opportunity to make a real impact. We value initiative, accountability, collaboration, and the willingness to go above and beyond.

This isn't a position where you'll be confined to a narrow set of repetitive tasks. You'll gain exposure to multiple aspects of business operations, work closely with leadership, and have the opportunity to expand your role as the company grows.

We're looking for someone who wants to build something with us — someone we can invest in, rely on, and grow with for years to come.

If you're organized, motivated, resourceful, and excited by the prospect of becoming an indispensable part of a growing enterprise, we'd love to hear from you.

Pay: $26.11 - $34.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $26 - $34