Administrative Operations Coordinator | Part-Time

USADATA, Inc.; New York (NY); Hybrid; USD 62,000 - 90,000; Part time

Job summary

USADATA, Inc. is seeking a part-time Administrative Operations Coordinator to help keep our NYC office organized and efficient. The role blends hands-on office tasks with tech-enabled processes, including Salesforce, QuickBooks Online, and Microsoft 365.

You'll coordinate lunches, travel, trade shows, and events, manage paperwork, and assist leadership on special projects. We value resourcefulness, independence, and a can-do attitude.

Qualifications

• Experience with Salesforce, QuickBooks Online, and Microsoft 365.
• Comfortable using AI tools like ChatGPT or Claude.
• Ability to multitask and coordinate events.
• Proactive with strong written/verbal communication.

Responsibilities

• Keep NYC office organized, stocked, and running smoothly.
• Coordinate team lunches, meetings, travel, and events.
• Assist with invoices, expenses, and records in QuickBooks Online.
• Prepare spreadsheets, presentations, and documents in Microsoft 365.
• Support leadership with ad hoc projects.
• Use AI tools to research and organize information.
• Jump in on tasks to keep operations efficient.

Skills

Salesforce

QuickBooks Online

Microsoft 365

ChatGPT

AI tools

Tools

Salesforce

QuickBooks Online

Microsoft 365

Job description

USADATA is a data-driven marketing company where technology, analytics, media, and creativity come together. We’re a small, established team with a fast-moving, collaborative work environment. People here wear different hats, pitch in when needed, and use technology to work smarter.

We’re looking for a part-time Administrative Operations Coordinator who is organized, resourceful, tech-savvy, and genuinely enjoys helping an office run smoothly.

This is a hands-on role with a lot of variety. You might spend part of your day working in Salesforce or QuickBooks, then coordinate an upcoming trade show, order lunch for the team, organize travel, restock the office, or use ChatGPT to help tackle a project.

Schedule: 15 hours per week, typically three 5-hour days
Hybrid: 2 days in our NYC office + 1 day remote
Compensation: $45–$65/hour, based on experience

What You’ll Do

• Keep our NYC office organized, stocked, and running smoothly, including supplies, deliveries, vendors, and other day-to-day needs


• Coordinate team lunches, meetings, celebrations, company events, calendars, and travel


• Help coordinate trade shows and industry events, including registration, travel, hotels, dinners, shipping, materials, and logistics


• Maintain and update information in Salesforce and assist with invoices, expenses, and recordkeeping in QuickBooks Online


• Work across Microsoft 365 to prepare and organize spreadsheets, presentations, reports, documents, and company records


• Support leadership and other departments with administrative needs and special projects


• Use ChatGPT, Claude, and other AI tools to research, draft, organize information, troubleshoot, and work more efficiently


• Jump in when something needs to get done, whether it’s a business project or an everyday office task

Who We’re Looking For

We’re looking for someone experienced enough to work independently, but flexible enough to enjoy a role with variety.

You should be:

• Very comfortable with technology and computers


• Organized, dependable, and detail-oriented


• Comfortable working in Salesforce, Microsoft 365, and QuickBooks Online


• Familiar with ChatGPT, Claude, or other AI tools, or genuinely interested in becoming very good at using them


• Able to learn unfamiliar software and systems quickly


• Comfortable juggling multiple priorities without needing constant direction


• A strong written and verbal communicator


• Willing to pitch in with everyday office needs as well as more complex projects


• Someone who takes ownership and follows things through to completion

Previous administrative, executive assistant, office operations, or business support experience is preferred.

The Kind of Person Who Will Thrive Here

You don’t need to know everything on day one. You do need to be someone who knows how to figure things out.

We’re looking for the person who can plan a company lunch, fix a Salesforce record, organize a trade show itinerary, create an Excel tracker, figure out why an invoice doesn’t match, and ask ChatGPT to help solve a problem they haven’t encountered before. Most importantly, we’re looking for someone who enjoys being the person who keeps things organized, makes life easier for the team, and gets things done.