Administrative and Operations Coordinator
hace 5 días
About the Company
We are a fast-growing US coffee company with 19 shop locations and a passion for quality and community. As we continue to expand, we are seeking a highly organized and proactive Administrative and Operations Coordinator to join our team and ensure our operations run smoothly and efficiently.
Job Summary
This role is the backbone of our operational success. You will be responsible for managing the critical administrative and compliance workflows that keep our business running. This includes tracking all permits and licenses, organizing operational processes, supporting internal project coordination, and handling light customer communication. If you thrive on creating order from chaos, anticipating needs, and taking ownership of your work, this is the perfect role for you.
Key Responsibilities
Administrative & Compliance Operations
•Permit and License Management: Track, manage, and process all necessary permits, licenses, and their renewal deadlines across all 19 locations.
•System Maintenance: Maintain and improve our internal systems for compliance, documentation, and operational workflows to ensure nothing is missed.
•Regulatory Research: Research and document city and state requirements for new and existing locations to ensure full compliance.
•Financial Forecasting: Forecast upcoming renewal dates and their associated costs to assist with budget planning.
Project & Internal Coordination
•Task Management: Keep tasks, follow-ups, and timelines organized across various departments to ensure projects stay on track.
•Workflow Ownership: Take complete ownership of assigned workflows from start to finish, identifying and mitigating potential gaps or risks before they become issues.
•Independent Execution: Move tasks forward independently without needing step-by-step instructions, demonstrating a high degree of autonomy.
Customer Coordination (Light)
•Inbound Communication: Respond professionally to inbound customer emails and inquiries related to our automated espresso machine program.
•Information Provision: Answer basic questions and provide clear information to potential clients.
•Meeting Scheduling: When necessary, place brief follow-up calls to schedule meetings for the Program Director.
Qualifications and Experience
•Proven experience in an administrative, operations, or project coordination role.
•Demonstrable experience organizing multi-step, complex workflows.
•Exposure to or experience with permitting, licensing, or compliance management is highly preferred.
•Experience in roles that are research-heavy or require meticulous documentation.
Required Skills and Strengths
•Exceptional Attention to Detail: You are meticulous and notice the small things that others might miss.
•Strong Organizational Skills: You have a knack for building and maintaining simple, effective systems.
•Proactive Ownership: You are a self-starter who takes initiative and follows through on commitments.
•Clear Communication: You possess excellent written and verbal English communication skills.
•Professional Demeanor: You are comfortable and confident making brief, professional coordination calls.
Compensation and Work Environment
•Position: Full-time, long-term
•Location: Remote
•Hours: Must be available and aligned with standard business hours in the Eastern Time (EST) zone.
Job Type: Full-time
Pay: $9, $23,053.80 per month
Work Location: Remote
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