Office & Operations Coordinator

inquirED•Des Moines, IA

3d•$70,070 - $83,930•Onsite

About The Position

The Office & Operations Coordinator is an organized, detail-driven professional responsible for keeping inquirED’s administrative work and day-to-day operations running smoothly. The role owns shared inboxes, scheduling, travel, events, company records, and the Des Moines office, and manages operational projects from start to finish with minimal direction. The coordinator uses Google Workspace, Airtable, Asana, and AI assistants such as Claude to manage a high volume of work and build systems that reduce manual effort over time. The position reports to the Operations Manager and partners with teams across Operations, Finance, People, Sales, and Marketing. It is an in-office role based at the Des Moines, Iowa office, five days per week. The role requires regularly handling shipments and lifting up to 50 pounds. The base compensation range is $70,070–$83,930, with a full benefits package; compensation and title may be adjusted based on experience.

Requirements

At least 2 years of experience in administrative, executive assistant, office management, or operations roles.
Track record of owning projects or processes end to end with minimal supervision.
Advanced skills in Google Workspace, including Gmail, Calendar, Drive, Docs, and Sheets.
Regular use of AI tools such as Claude or ChatGPT in work.
Experience using Asana or a similar project management tool.
Ability to work on-site at the Des Moines, Iowa office five days per week.
Ability to lift up to 50 pounds and handle shipments regularly.
Strong organization and attention to detail.
Ability to manage many tasks in a day without losing track of them.
Clear, proactive verbal and written communication, including sharing progress and flagging problems early.
Ability to learn new software quickly and confidence with technology.
Discretion in handling confidential information, including employee and financial records.
Self-direction, sound judgment, and ability to complete goals without step-by-step instructions.

Nice To Haves

Experience with databases, CRMs, or finance tools such as Airtable, HubSpot, Ramp, or similar.
Experience with inventory, order fulfillment, or shipping.

Responsibilities

Manage shared inboxes by answering or routing requests and following them through to resolution.
Coordinate calendars and schedule interviews, vendor calls, and team meetings; prepare agendas, notes, and follow-ups.
Support finance operations by matching receipts, preparing invoices, following up on missing documentation, and maintaining vendor records.
Support people operations, including new-hire setup and equipment, offboarding, job postings, and employee records.
Maintain accurate, organized company files, trackers, and databases.
Draft professional emails, documents, and reports; use AI tools where helpful and verify their output for accuracy.
Book travel, hotel room blocks, and registrations for conferences, retreats, and team events.
Coordinate with venues, vendors, and internal teams on events; create checklists and pack and ship event materials, confirming contents before dispatch.
Keep the office organized, clean, and stocked, and log deliveries on the day they arrive.
Manage inventory for marketing materials, sales samples, event materials, and supplies; keep the online store accurate about availability and expected stock.
Label and track items reserved for specific events or projects.
Fulfill internal and online orders accurately and on time, coordinating inbound and outbound shipments through delivery.
Plan and track work and projects in Asana, including creating tasks, setting due dates, and keeping status current.
Manage operational projects such as kitting, process improvements, and office reorganizations from planning through completion.
Work with stakeholders to understand root problems before changing processes.
Identify repetitive work and propose ways to simplify or automate it using tools such as Airtable automations, Zapier, and AI assistants.