About this role
Operations & Client Services Coordinator
Position Purpose
The Operations & Client Services Coordinator provides day-to-day administrative, facilities, events, and operational support for the organization. This position ensures the office/suite environment is organized, professional, fully functional, and ready for employees, clients, candidates, and events.
The coordinator serves as a key support resource to the Operations team, Sales team, Recruiting team, and leadership , handling recurring operational responsibilities, coordinating events and facility’s needs, and providing backup coverage to maintain business continuity.
Primary Areas of Responsibility
- Administration & Office Operations
- Operations Team Backup
- Suite & Facilities Management
- Sales Team Support
- Recruiting Team Support
Target Weekly Allocation (40-hour week)
Function
Hours/Week
%
Administrative/Projects
12
75%
Operations Manager Support/Backup
2
12.5%
Facilities Management
2
12.5%
Total
16
*25% core operations/facilities and 75% internal customer support .
Detailed Duties
- Admin Tasks and Projects — 75 %
- Liason for Clients and Consultants, focus on troubleshooting access/ escalation
- Work-Order Contract creation and follow up as needed
- Email and communication triage
- Assist with consultant onboarding
- Disseminate daily onboarding tracking updates
- Data entry and Salesforce Maintenance(tasks)
- Backup for Operations Team — 1 5 %
This is an important component of the position.
The Coordinator should be trained to step into routine operational responsibilities when the Operations Team is unavailable.
- Backup responsibilities
- Handle routine operational requests
- Assist with c onsultant o nboarding
- Process consultant time and expenses
- Coordinate office communications
- Follow established operating procedures
- Escalate issues appropriately
- Suite & Facilities Management — 10 %
The Coordinator becomes the day-to-day owner of the physical workplace experience.
Daily
- Check conference rooms and common areas
- Ensure rooms are clean, organized and meeting-ready
- Monitor office supplies, kitchen supplies and refreshments
- Review supply inventory
- Place recurring orders
- Maintain emergency/contact information
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.
Salary Range for this role: $1 — $2 USD
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