Administrative Operations Coordinator

Peerless Inc•Buffalo, NY

1d•Onsite

About The Position

At Peerless, we pride ourselves on fostering a dynamic and collaborative environment where every team member plays a meaningful role. As a leading manufacturing company based in Buffalo, New York, we are committed to teamwork, innovation, and operational excellence. We are looking for a highly organized and tech-savvy Administrative Operations Coordinator to support company-wide communication, organization, and efficiency. This role will be integral in ensuring seamless collaboration between departments, managing administrative functions, and leveraging technology to streamline operations. If you thrive in a fast-paced environment and enjoy making an impact across teams, this is the role for you! You are an energetic and detail-oriented professional who excels at keeping things organized, communicating effectively, and using technology to improve efficiency. You have a proactive and positive attitude, enjoy problem-solving, and can juggle multiple priorities with ease. You are tech-savvy and comfortable using a variety of software tools to manage calendars, documents, and workflows. Most importantly, you love being the go-to person who keeps everything running smoothly across sales, marketing, production, and administration. As an Administrative Operations Coordinator, your primary focus will be providing exceptional customer service and administrative support to our team and clients. You’ll play a key role in building strong relationships, supporting the President and COO, and ensuring the reception area sets the tone for our professional and welcoming environment. Support for Sales, Marketing, and Production Teams: Provide cross-functional administrative assistance to ensure alignment between departments. Key Responsibilities: Executive Support: Assist the President and COO with calendar management, scheduling meetings, arranging travel, and preparing reports or presentations. Customer Service: Serve as a friendly and helpful point of contact for clients and customers, providing a personal and professional experience. Office Administration: Keep the office running smoothly by managing supplies, handling correspondence, maintaining filing systems, and ensuring an organized and efficient workspace. Office Management: Oversee daily office operations, coordinate with vendors and service providers, manage office equipment and maintenance, and ensure compliance with company policies and procedures. Reception Duties: Welcome visitors as needed to support a collaborative and professional first impression. Meeting Coordination: Prepare for and organize meetings, including scheduling, setting up conference rooms, managing agendas, taking notes, and ensuring all materials and technology are ready. Event Assistance: Help plan and coordinate internal events, team activities, and company functions. Recruiting Support & Interview Scheduling: Coordinate candidate interviews by scheduling with hiring managers and applicants, managing interview calendars, sending confirmations and follow-ups, and ensuring a smooth and professional candidate experience. Assistance with background check process for new hires as needed. Communication: Act as a liaison between departments and external partners, ensuring clear, timely communication and efficient workflow. Website & Social Media Management: Assist with maintaining and updating the company website and LinkedIn page, including posting content, coordinating updates, ensuring accuracy of information, and supporting basic content creation to enhance the company’s online presence. Management of Linked In repost process on a weekly basis with communications and follow up to appropriate team members to meet posting goals. Support for Sales, Marketing, and Production Teams: Provide cross-functional administrative assistance to ensure alignment between departments. Oversight of the Deal Dashboard to improve the reporting process and align with an increase to 90% completion rate through outreach to individual sales team members. Management of the Engagement Plan Review Weekly scheduling process.

Requirements

High level of organizational skills and ability to manage multiple priorities.
Exceptional verbal and written communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Suite, CRM software, and other business technologies.
Strong problem-solving skills with a proactive and positive attitude.
Ability to work independently, anticipate needs, and maintain attention to detail.
Comfortable working in a fast-paced environment while maintaining accuracy and efficiency.
High school diploma or equivalent required.
3+ years of experience in a customer-facing or administrative role.

Nice To Haves

Associate or Bachelor’s degree preferred.
Prior experience in administrative, operations, or office coordination roles is preferred.

Responsibilities

Assist the President and COO with calendar management, scheduling meetings, arranging travel, and preparing reports or presentations.
Serve as a friendly and helpful point of contact for clients and customers, providing a personal and professional experience.
Keep the office running smoothly by managing supplies, handling correspondence, maintaining filing systems, and ensuring an organized and efficient workspace.
Oversee daily office operations, coordinate with vendors and service providers, manage office equipment and maintenance, and ensure compliance with company policies and procedures.
Welcome visitors as needed to support a collaborative and professional first impression.
Prepare for and organize meetings, including scheduling, setting up conference rooms, managing agendas, taking notes, and ensuring all materials and technology are ready.
Help plan and coordinate internal events, team activities, and company functions.
Coordinate candidate interviews by scheduling with hiring managers and applicants, managing interview calendars, sending confirmations and follow-ups, and ensuring a smooth and professional candidate experience. Assistance with background check process for new hires as needed.
Act as a liaison between departments and external partners, ensuring clear, timely communication and efficient workflow.
Assist with maintaining and updating the company website and LinkedIn page, including posting content, coordinating updates, ensuring accuracy of information, and supporting basic content creation to enhance the company’s online presence. Management of Linked In repost process on a weekly basis with communications and follow up to appropriate team members to meet posting goals.
Provide cross-functional administrative assistance to ensure alignment between departments.
Oversight of the Deal Dashboard to improve the reporting process and align with an increase to 90% completion rate through outreach to individual sales team members. Management of the Engagement Plan Review Weekly scheduling process.