Administrative Operations Coordinator

Peerless Inc; Buffalo (NY); On-site; USD 60,000 - 65,000; Full time

Job summary

Peerless Inc in Buffalo, NY is seeking an Administrative Operations Coordinator to support cross-department collaboration, manage administrative functions, and drive operational efficiency.

You will assist the President and COO, coordinate calendars and meetings, manage reception and office operations, and help maintain the company website and LinkedIn presence while delivering exceptional customer service to clients and colleagues.

Qualifications

• High school diploma or equivalent required; associate/bachelor preferred.
• 3+ years in customer-facing or administrative role.
• Proficiency in MS Office, Google Suite, and CRM software.
• Strong communication and organizational skills with attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Executive Support: manage President and COO calendars, meetings, travel, and reports.
• Customer Service: serve as a friendly contact for clients and customers.
• Office Administration: manage supplies, filing, and correspondence; maintain organized workspace.
• Office Management: coordinate vendors, equipment, and facility maintenance; ensure policy compliance.
• Reception: greet visitors and support a professional first impression.
• Meeting Coordination: schedule, set up rooms, prepare agendas and notes.
• Event Assistance: help plan internal events and company activities.
• Recruiting Support & Interview Scheduling: schedule interviews, manage calendars, send confirmations and follow-ups.
• Communication: liaison between departments and external partners to ensure timely workflow.
• Website & Social Media: assist with website updates and LinkedIn content; manage weekly LinkedIn reposts.

Skills

Organizational skills

Communication

Problem-solving

Autonomy

Attention to detail

Adaptability

Education

High school diploma or equivalent

Associate or Bachelor’s degree preferred

Tools

Microsoft Office

Google Workspace

CRM software

Business tech tools

Job description

About Us:

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!

About 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.

About The Job:

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.

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Key Qualifications:

• 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.
• Prior experience in administrative, operations, or office coordination roles is preferred.

Education and Experience:

• High school diploma or equivalent required; Associate or Bachelor’s degree preferred.
• 3+ years of experience in a customer-facing or administrative role.

Salary:

• $60,000-$65,000 Annually

The advertised pay range represents what we believe at the time of this job posting, that we would be willing to pay for this position. Only in special circumstances, where a candidate has education, training, or experience that far exceeds the requirements for the position, would we consider paying higher than the stated range.

Why Join Us?

In addition to a competitive salary and benefits package, this position offers room for growth and advancement within the company. At Peerless, you will benefit from ongoing training and development opportunities in a supportive and collaborative work environment, empowering you to reach your full potential.

Peerless is deeply committed to the principles of equity, diversity, and inclusiveness and seeks to create a pluralistic community for all staff. Peerless is an Equal Opportunity employer. Minorities, women, and individuals with disabilities are encouraged to apply.