Office Coordinator / Administrative Operations Assistant

About Us

ITM Trading is a well-established company that has been serving clients nationwide since 1995! We are built for longevity and pride ourselves on operating with integrity, professionalism, and purpose.

We believe:

“It takes more work to be honest and to educate people, but it’s the right way to do business.”

We’re looking for a full-time Office Coordinator / Administrative Operations Assistant to join our small, high-performing team. This role is ideal for someone who naturally goes above and beyond, takes ownership of their work, and finds satisfaction in keeping operations running smoothly and accurately.

We call ourselves Front Squad and we are built on care, trust, and growth. We support one another, we take ownership of our work, and we’re committed to getting better together, not just as professionals, but as people. That’s what makes this team special and we're looking for one more to join us now!

Who You Are

You are someone who:

• Takes pride in doing things right, not just getting them done
• Uses common sense, thinks ahead, and doesn’t need constant direction
• Learns quickly and applies feedback immediately
• Enjoys supporting a team and being the steady backbone of daily operations
• Stays calm, focused, and organized in a fast-paced office environment

What We’re Looking For

• Extensive experience as an administrative assistant, office coordinator, or similar role, with a strong track record of reliability and follow-through
• Highly organized, detail-oriented, and proactive by nature
• Strong written and verbal communication skills
• Solid proficiency in Microsoft Office, especially Excel (comfort with spreadsheets, tracking, and accuracy is important)
• Ability to manage multiple responsibilities without sacrificing accuracy
• A dependable team player who values professionalism, accountability, and collaboration
• High school diploma or higher required

Bonus experience (not required): Salesforce, Endicia, shipping/logistics workflows, NOP, or similar systems

Responsibilities

• Perform high-volume data entry with accuracy and efficiency
• Handle incoming calls professionally and confidently
• Manage customer follow-ups, including payment reminders and shipping updates
• Support daily office operations: mail handling, filing, supply management, scheduling, and check processing
• Assist with internal administrative and operational workflows
• Greet and assist visitors while maintaining a polished front-office presence
• Serve as a point of contact for shipping issues and vendor coordination
• Use Microsoft Office tools daily (Outlook, Excel, Word)
• Complete additional administrative and operational tasks as needed

We are intentionally looking for someone who wants stability, ownership, and pride in their role! Growth here looks like deeper mastery, increased trust, and expanded responsibility, not constant role changes.We want someone who is happy staying in this role, helping to make it their own and becoming the go-to person others rely on!

Why Join ITM

• Over 30 years of stability and growth
• A workplace where your work truly matters and is recognized
• Supportive, collaborative team environment with clear expectations
• Autonomy and trust — no micromanagement
• A role well-suited for experienced professionals seeking long-term stability and meaningful contribution

Team & Culture Perks:

• Milestone gifts for birthdays, anniversaries, and achievements
• Monthly all-hands meetings with shout-outs and culture awards
• Company-branded gear and welcome package
• Company happy hours and team events
• Open-door leadership and regular feedback loops

Our Mission:
Help everyday Americans protect and grow their wealth with confidence through a transparent, ethical, education-first approach. Every role at ITM directly supports real people navigating economic uncertainty.

Compensation & Benefits

• Starting salary: $55,000/year
• Health, dental, and vision insurance after 90 days
• Annual performance-based bonuses
• 40 hours PTO after 90 days, increasing to 120 hours after the first year, plus paid holidays!
• Employee discounts and performance-based perks

How to Apply

Please apply through really and attach your resume. Qualified candidates will be contacted to schedule a phone interview.

We’re looking to hire as soon as we find the right fit so apply today.
Candidates must be able to successfully pass a background check.

Job Type: Full-time (no remote option)
Location: Phoenix, AZ 85028 (in person)

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• If money wasn’t part of the equation, what kind of work would you still want to do, and how do you see that showing up in an administrative role?

Experience:

• Administration: 5 years (Required)

Ability to Commute:

• Phoenix, AZ 85028 (Preferred)

Work Location: In person

Salary : $45,000 - $55,000