Administrative Assistant / Operations Coordinator

Job Summary

We are seeking a dynamic and highly organized Administrative Assistant / Operations Coordinator to join our team. In this vital role, you will serve as the backbone of our office operations, ensuring seamless administrative functions and efficient coordination across departments. Your proactive approach and exceptional organizational skills will help maintain a productive work environment, support daily business activities, and enhance overall office efficiency. This paid position offers an exciting opportunity to contribute to a fast-paced small business while developing your professional skills in office management, customer support, and operational logistics.

Responsibilities

• Manage all incoming inquiries, and directing inquiries with professional phone and email etiquette
• Oversee and manage phone and emails, answer incoming calls promptly
• Maintain calendars, schedules, and appointments for leadership
• Coordinate meetings, staff schedules, and business communications
• Orgainize and maintain digital records, contracts, and company documents
• Assist with payroll preparation, contractor documentation, and administrative reporting
• Track and maintain operational systems and processes
• Process registrations for cooking classes, camps, private events, and team-building experiences
• Prepare event proposal paperwork, confirmations, waivers, and participant communications
• Coordinate with clients to ensure a seamless booking experience
• Maintain customer database and records
• Handle calendar management and schedule classes for team members using Microsoft Office and Google Workspace tools
• Support bookkeeping activities using QuickBooks, including invoicing, expense tracking, and basic financial reconciliation
• Coordinate office supplies procurement, inventory management, and facility maintenance to ensure a well-functioning workspace
• Provide exceptional customer service by assisting clients or vendors with inquiries and suppor...