Administration & Operations Coordinator

Vatic Outsourcing•Marietta, GA

3d•Onsite

About The Position

Vatic Outsourcing, a growing telecom consulting firm, is seeking a highly organized, dependable, and detail-oriented Admin & Operations Specialist to manage daily office operations, facilities management, and administrative workflows. This on-site role is essential to maintaining seamless daily business activities, including local errands, vendor management, office upkeep, and basic financial support.

Requirements

Must have a valid driver’s license, a reliable vehicle, and clean driving record for daily mandatory local trips (PO box and bank).
Strong organizational, multitasking, and problem-solving skills with high attention to detail.
Excellent verbal and written communication skills.
Proficient in Microsoft Office (Word, Excel, PowerPoint), Google Suite, and basic accounting software (QuickBooks preferred).
Hands-on experience working with facilities vendors, maintenance technicians, and service contracts.
Ability to work independently and manage daily routine responsibilities without constant supervision.
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 25–30 pounds for handling packages, office supplies, and setup needs.
Daily local driving required.
High school diploma required.

Nice To Haves

Two to three years of administrative, office operations, or facilities management experience preferred.
Experience handling basic bookkeeping/QuickBooks or banking procedures preferred.
Associate’s or Bachelor’s degree preferred.

Responsibilities

Oversee the daily upkeep, maintenance, and cleanliness of all office buildings.
Coordinate and schedule routine inspections, maintenance, and emergency repairs for HVAC, plumbing, electrical systems, and office equipment.
Act as the primary point of contact for property managers, cleaning crews, and third-party facility vendors.
Manage vendor contracts, negotiate service agreements, and review/approve facility-related invoices.
Plan and manage office layout changes, seating arrangements, ergonomic setups, and workstation prep for new team members.
Maintain office inventory, track physical assets, order supplies, and manage repair logistics for office equipment.
Travel locally daily to the company PO box to collect physical mail and checks, and perform daily bank deposits at the local bank branch.
Sort and distribute incoming physical mail and process all outgoing mail and package shipments.
Handle core administrative tasks, including document management, electronic filing, data entry, and recordkeeping.
Assist in planning and coordinating company events, celebrations, and philanthropic initiatives.
Assist with internal operational communications, announcements, and office updates.
Support HR functions such as recruitment coordination, onboarding, and employee engagement activities.
Handle confidential information with professionalism and discretion.
Serves as the receptionist for the office, greeting visitors and candidates for interviews.
Prepare HR reports and documentation as needed.
Process and deposit incoming physical checks at the local bank daily.
Enter client payments into internal accounting tracking systems and QuickBooks.
Assist with basic client invoicing, accounts payable tracking, and processing routine operational expenses.
Handle confidential business and financial information with high discretion.