Administrative Assistant _Operations Coordinator

Socket.dev; Hempfield Township (Westmoreland County); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Growth opportunities

Payroll exposure

Cross-functional exposure

Fast-paced environment

Job summary

NU3S Market Café, Car Wash & AutoCare in Jamaica Queens NY is hiring an Administrative Assistant / Operations Coordinator onsite. You will back the General Manager, maintain records, coordinate meetings, and handle customer inquiries and HR tasks.

This role partners across Operations, HR, Finance, Vendors, and Contractors to keep the business organized and compliant. Strong communication and confidentiality are essential.

Qualifications

• 2+ years in administrative, executive assistant, office management, or operations support.
• 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.
• Experience with time and attendance, HR administration, recruiting coordination, compliance, or vendor management is preferred.
• Ability to take initiative and work independently is a must.

Responsibilities

• Provide direct support to the General Manager.
• Maintain task lists, follow-up logs, operational records, and reports.
• Coordinate appointments, meetings, and service schedules.
• Escalate issues to 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 compliance.
• Follow up with supervisors and employees on records.
• Assist with scheduling, payroll-related admin tasks and reporting.
• 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 tasks.
• Maintain invoices, receipts, deposits, and petty cash records.
• Track permits, licenses, contracts, and insurance certificates.
• Monitor deadlines, renewals, and compliance.
• Support audits and document reviews.

Skills

Organization

Multitasking

Follow-up

Communication

Customer service

Confidentiality

Time & attendance

HR administration

Recruiting coordination

Vendor management

Initiative

Independence

Tools

Microsoft Office

Job description

Administrative Assistant / Operations Coordinator

NU3S Market Café, Car Wash & AutoCare

Location: Must be able to work onsite in Jamaica Queens NY on Merrick BLVD

Pay: Starting at $20.00/hour, based on experience

Reports To: General Manager

About the Role

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.

What You'll Do

Administrative & Executive Support

• 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 approporiate channels.

Customer & Phone Support

• 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.

HR Administration

• Schedule interviews and coordinate candidate communications.
• Assist with new hires and onboarding
• Follow up on missing employment and compliance documents.

Timekeeping & Payroll Support

• Assist with payroll time and attendance for proper compliance recordkeeping
• Follow up with supervisors and employees regarding missing or incomplete records.
• Assist withs scheduling, payroll‑related administrative tasks and reporting as needed.

Operations Coordination

• 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.

Finance, Compliance & Insurance Administration

• 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.

Qualifications

• 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.
• Experience with time and attendance,HR administration, recruiting coordination, compliance, or vendor management is strongly preferred.
• Ability to take initiate and work independantlyis a must

Why Join NU3S?

• Starting pay of $20.00+/hour based on experience
• Opportunities for growth and advancement
• Exposure to Operations, HR, Recruiting, Payroll, Finance, and Compliance
• Collaborative and fast‑paced work environment

If you're highly organized, detail‑oriented, and enjoy being the person who keeps everyone on track, we'd love to hear from you.