Operations & Administrative Coordinator

Job Description

Job Description

We are looking for a highly organized, proactive, and tech-savvy Operations & Administrative Coordinator to help manage the day-to-day operations of our growing company.

This person will play an important role in keeping our agents, systems, paperwork, marketing, scheduling, and administrative processes organized and running smoothly.

We are looking for someone who is a self-starter, extremely organized, comfortable with technology, and able to learn new systems quickly.

Key Responsibilities

Agent Onboarding & Administration

• Onboard new agents and team members
• Send and organize onboarding paperwork
• Collect signatures and completed agreements
• Follow up on missing documents
• Maintain organized digital agent files
• Keep onboarding checklists updated
• Help ensure agents complete all required onboarding steps

Daily Administrative Operations

• Manage calendars and schedule appointments
• Schedule Zoom meetings and phone calls
• Coordinate meetings, trainings, and company events
• Maintain organized Google Drive folders
• Create, update, and manage Google Sheets and spreadsheets
• Assist with general day-to-day administrative needs
• Keep track of important deadlines and renewals
• Help renew company insurance policies and maintain insurance documentation

CRM & Database Management

• Help manage and maintain our CRM
• Enter and update contacts, leads, agents, and opportunities
• Make sure leads are properly assigned and followed up with
• Keep records accurate and organized
• Track lead activity and follow-up
• Help create systems that prevent leads or important tasks from falling through the cracks

Social Media & Marketing

• Manage daily social media posting
• Schedule and publish content across company social media accounts
• Help organize graphics, videos, captions, and marketing materials
• Understand basic social media marketing
• Help develop strategies to attract new leads
• Assist with lead generation campaigns
• Track incoming leads from social media and marketing efforts

Payments & Stripe

• Create and manage Stripe payment links
• Keep track of payments when needed
• Assist with recurring payment setups
• Maintain organized payment records
• Help troubleshoot basic payment or billing issues

Skills We're Looking For

The ideal candidate should have experience with:

• Google Drive
• Google Docs
• Google Sheets
• Calendar management
• CRM systems
• Stripe
• Social media management
• Facebook, Instagram, LinkedIn, and other social platforms
• Digital document management and electronic signatures
• Lead generation and lead tracking
• Scheduling and appointment coordination
• Basic spreadsheet management
• Online business systems and technology

Experience with Canva, Zoom, email marketing platforms, automation tools, or AI tools such as ChatGPT is a plus.

The Right Person for This Position

You may be a great fit if you:

• Are extremely organized and detail-oriented
• Take initiative without constantly needing direction
• Are comfortable learning new technology
• Can manage multiple projects at the same time
• Are great at following up and making sure things get completed
• Communicate professionally with agents, clients, and team members
• Enjoy creating systems and keeping things organized
• Can identify problems and help find solutions
• Are dependable and meet deadlines
• Understand the importance of confidentiality
• Are comfortable working in a fast-paced, growing company

What Success Looks Like

Our goal is to have someone who becomes the person who keeps the daily operations organized and moving forward.

New agents are onboarded quickly. Paperwork gets signed. Calendars stay organized. Payments are tracked. Social media gets posted consistently. Leads are entered and followed up with. Important renewals don't get missed. Our CRM stays clean and organized.

If you love organization, systems, technology, marketing, and helping a growing company operate more efficiently, we'd love to hear from you.