Administrative, Staffing & Operations Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Post and manage job vacancies across various recruitment platforms.

• Screen and interview candidates proficient in both English and Spanish.

• Oversee new hire onboarding processes, including employment documentation, FingerCheck setup, and system access.

• Keep recruitment trackers and employee records up to date.

• Conduct reference checks and ensure the accuracy of recruitment documentation.

• Monitor employee attendance and time entries, addressing any discrepancies.

• Assist with employee documentation, including warnings and write-ups.

• Coordinate coverage for last-minute and ongoing staffing requirements.

• Reach out to available employees via WhatsApp to secure shift coverage.

• Update schedules and FingerCheck records accordingly.

• Confirm staffing updates with clients as needed.

• Track and submit bids through BuildingConnected and other platforms.

• Follow up with clients and key contacts regarding submitted bids.

• Prepare client proposals and cost estimation sheets.

• Monitor the status of proposals until they are signed or closed.

• Respond to client inquiries concerning schedules, staffing, and service updates.

• Share schedules, cleaning logs, and operational updates with clients.

• Document and follow up on client service issues.

• Maintain building Standard Operating Procedures (SOPs), logsheets, and operational documentation.

• Coordinate vendor communications and manage invoice-related matters.

• Keep client records accurate in HubSpot.

• Develop and document repeatable processes and SOPs.

• Organize compliance documentation for vendors and subcontractors, including COIs, agreements, and scopes of work.

• Place supply orders as necessary.

• Assist with CRM updates and marketing initiatives, including HubSpot and email templates.

• Carry out additional duties related to the position as assigned.

⛳️ Requirements

• Proficient in both written and spoken English.

• Proficient in both written and spoken Spanish.

• Excellent verbal and written communication skills, including professional phone and email etiquette.

• Previous experience as an Executive Assistant, Administrative Assistant, Customer Service representative, or in similar roles.

• Experience in recruiting, staffing, or facilities coordination is preferred but not mandatory.

• Tech-savvy and familiar with business platforms such as HubSpot, QuickBooks, Microsoft 365, BuildingConnected, or similar software.

• Experience in coordinating staffing, scheduling, and client communications.

• Comfortable using WhatsApp and productivity tools.

• Strong attention to detail and exceptional time management capabilities.

• Dependable, proactive, and able to remain calm under pressure.

• Strong organizational skills with the ability to handle multiple priorities in a fast-paced setting.

• Self-motivated with the capacity to work independently and adhere to established processes.

• Quick learner with the ability to adapt to new systems and workflows.

• Creative, resourceful, and proactive with a mindset for innovative solutions.

• Proficient in Microsoft Office (Word, Excel, Outlook) and standard business tools (email, spreadsheets, document management).

• Able to work during U.S. Eastern Time (New York) business hours and adapt to business needs.

• Interested in long-term career prospects.

• Reliable computer (Windows 10 or newer), dual monitors, and stable high-speed internet connection.

• Professional home workstation suitable for uninterrupted remote work.

🏝️ Benefits

• 100% remote work opportunity.

• Positive work environment with growth potential.

• Long-term career opportunity.

• Full-time position requiring 40 hours per week.