Administrative Assistant _Operations Coordinator

NU3S•New York, NY

2d•$20•Onsite

About The Position

The Administrative Assistant / Operations Coordinator serves as the General Manager's primary administrative support and central point of coordination for NU3S operations (Cafe/Car Wash/Auto Shop). This role helps ensure calls, customer concerns, operational requests, vendor coordination, compliance requirements, and follow-up tasks are properly communicated, tracked, and completed. This position works closely with all departments, including Operations, HR, Finance, Vendors, and Contractors, helping keep the administrative side of the business organized and running efficiently.

Requirements

2+ years of administrative, executive assistant, office management, or operations support experience.
Strong organization, multitasking, and follow-up skills.
Proficiency in Microsoft Office (Word, Excel, Outlook).
Excellent communication and customer service skills.
Ability to maintain confidentiality and handle sensitive information.
Ability to take initiative and work independently is a must.

Nice To Haves

Experience with time and attendance, HR administration, recruiting coordination, compliance, or vendor management is strongly preferred.

Responsibilities

Provide direct support to the General Manager.
Maintain task lists, follow-up logs, operational records, and reports.
Coordinate appointments, meetings, and service schedules.
Ensure important issues are communicated and escalated when needed to the appropriate channels.
Answer incoming calls and general inquiries.
Take accurate messages and route them appropriately.
Maintain customer inquiry and complaint logs.
Coordinate customer follow-up and service requests.
Schedule interviews and coordinate candidate communications.
Assist with new hires and onboarding.
Follow up on missing employment and compliance documents.
Assist with payroll time and attendance for proper compliance recordkeeping.
Follow up with supervisors and employees regarding missing or incomplete records.
Assist with scheduling, payroll-related administrative tasks and reporting as needed.
Coordinate vendors, contractors, deliveries, and service providers.
Assist with purchasing requests and office supplies.
Track operational requests and ensure timely completion.
Work with department supervisors to monitor outstanding tasks.
Maintain invoices, receipts, deposits, and petty cash records.
Track permits, licenses, contracts, and insurance certificates.
Monitor deadlines, renewals, and compliance requirements.
Support audits, inspections, and document reviews.