New

Administrative Operations Coordinator

Vaco
$60,000.00 - $75,000.00 / yr
United States, New York, Queens
Apr 11, 2025
Client: Commerical Consumer Services Company Role: Operations Analyst (Junior- MidlevelLevel Candidate) Salary: $60,000-$75,000 Hybrid after initial 90 days of trianing Location: Long Island City, NY Job Description: The Operations Analyst plays a critical role in supporting operational efficiencies, data analysis, and administrative coordination within the corporate office. Reporting to the Director of Planning and Analytics, this role requires a strong aptitude for data analysis, reporting, and cross-functional collaboration. Additionally, the position provides essential administrative support, including meeting coordination, document management, and internal communication. Responsibilities: * Collect, analyze, and interpret operational data to support business decisions and efficiency improvements. * Prepare reports on key performance metrics, including budget analysis, labor reports, and resource utilization. * Maintain and update internal systems, including Facilities Management Systems (FacMan) and Virtual Desktop Infrastructure (VDI). * Assist in onboarding and system access management for new users. * Monitor work order activity and generate status reports for leadership review. * Support department-wide administrative functions, ensuring smooth daily operations Manage incoming emails and correspondence, drafting responses and coordinating with appropriate stakeholders. * Schedule and facilitate team meetings, including preparing agendas, managing invites, and documenting minutes. * Serve as a liaison between Operations, Accounting, Human Resources, and other departments to facilitate seamless workflows. * Assist with handling confidential information and maintaining organized records. * Act as a primary point of contact for internal and external inquiries related to operational activities. * Foster positive relationships with clients, vendors, and cross-functional teams to support business objectives. * Ensure clear and timely communication across all levels of management. Qualifications and Competencies: * High school diploma required; college degree preferred or equivalent experience. * Minimum 2 years of professional experience in an operations, administrative, or analytical role. * Strong knowledge of Excel, Microsoft Office Suite, and database management tools. Experience with Facilities Maintenance Management Systems is a plus. * Ability to collect, analyze, and interpret data to support business decisions. * Strong Project Management Skills - Ability to coordinate multiple projects and priorities effectively. * Strong written and verbal communication skills for internal and external interactions. * Detail-oriented with strong time management and multitasking capabilities. * Ability to work independently with urgency and efficiency under tight deadlines. * Strong relationship-building skills, specifically able to build effective relationships with, client representatives,staff, and management. * Professionalism and discretion along with excellent prioritization skills Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. EEO Notice Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com . Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: the individual's skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.