Back Office Operations & Recruiting Corrdinator

MATRIX SYSTEMS & TECHNOLOGIES INC; United States; Remote; USD 25,000 - 41,000; Part time

Job summary

Matrix Systems and Technologies (MSTi) is seeking a highly organized, remote, part-time Back Office Operations & Recruiting Coordinator to provide administrative, recruiting, and operational support. The role starts part-time with potential to increase hours as the company grows.

The candidate will manage emails, post jobs, screen applicants, coordinate interviews, maintain records, and support management. Remote work requires independence and reliability.

Qualifications

• Experience in administrative support, recruiting coordination, or operations.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to work independently and remotely.
• Proficiency with Microsoft Outlook, Word, Excel, and Teams.
• Familiarity with online job boards and recruitment platforms.
• Strong time-management and prioritization skills.
• Ability to maintain confidentiality of business and employee information.
• Reliable internet access and consistent availability during agreed hours.
• Dependable, proactive, and responsive to management requests.

Responsibilities

• Monitor and manage designated company email accounts.
• Review inquiries and respond to routine questions.
• Identify urgent matters and escalate to management.
• Track pending emails, follow-ups, action items.
• Draft professional emails and letters.
• Schedule meetings and maintain calendars.
• Maintain organized electronic files and records.
• Publish and manage job postings on recruiting platforms.
• Review resumes and screen candidates.
• Coordinate interviews between candidates and managers.
• Maintain recruiting trackers and candidate databases.
• Follow up on interview status and required docs.
• Identify candidates for IT, government contracting, and services.
• Support recruiting for current and upcoming contracts.
• Provide ongoing administrative support to MSTi management.
• Organize company records, contracts and files.
• Maintain trackers and status reports.
• Monitor deadlines and requirements.
• Coordinate communications with employees, contractors, vendors.
• Assist onboarding and timesheet reminders.
• Support proposals and contract opportunities.
• Track proposal submission dates and deadlines.
• Collect resumes, certifications, and docs.
• Assist with related follow-ups.
• Assist with special projects and process improvements.
• Provide recruiting and business development support.
• Adapt to changing priorities.
• Other duties as assigned.

Skills

Administrative support

Recruiting coordination

Office management

Remote work

Time management

Confidentiality

Independent work

Written & verbal communication

Communication

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Job description

Matrix Systems and Technologies (MSTi)

Company: Matrix Systems and Technologies (MSTi)
Position Title: Back Office Operations & Recruiting Coordinator
Employment Type: Part-Time (Initially)
Work Location: 100% Remote
Schedule: Flexible Part-Time Schedule, Based on Business Needs
Growth Opportunity: Potential to Increase Hours as Business Needs Expand
Reports To: Management Team

Position Overview

Matrix Systems and Technologies (MSTi) is seeking a highly organized, dependable, and self-motivated Part-Time Back Office Operations & Recruiting Coordinator to provide remote administrative, recruiting, and operational support.

This position will initially be part-time, with the potential for increased hours and responsibilities as the company grows.

The selected individual will assist with managing daily business emails, posting job opportunities, coordinating recruitment activities, maintaining company records, and providing general administrative support to management.

The ideal candidate must be comfortable working independently in a remote environment, managing multiple priorities, and ensuring daily business activities are handled efficiently and professionally.

Key Responsibilities

1. Email Management & Daily Administrative Support

• Monitor, organize, and manage designated company email accounts.
• Review incoming correspondence and respond to routine business inquiries.
• Identify and elevate urgent or time-sensitive matters to management.
• Track pending emails, follow-ups, and outstanding action items.
• Draft professional emails, letters, and other business correspondence.
• Assist with scheduling meetings, coordinating appointments, and maintaining calendars.
• Maintain organized electronic files and company documentation.

2. Job Posting & Recruiting Support

• Prepare, publish, and manage job postings on LinkedIn, Indeed, and other recruiting platforms.
• Review incoming resumes and applications to identify qualified candidates.
• Conduct initial candidate outreach and preliminary screenings.
• Coordinate interviews between candidates and hiring managers.
• Maintain organized recruiting trackers and candidate databases.
• Follow up with applicants regarding interview schedules, application status, and required documentation.
• Assist with identifying candidates for IT consulting, government contracting, and professional services positions.
• Support recruiting efforts for current and upcoming contract opportunities.

3. Business Operations & Coordination

• Provide ongoing administrative support to the MSTi management team.
• Assist with organizing company records, documents, contracts, and internal files.
• Maintain spreadsheets, trackers, and status reports.
• Monitor administrative deadlines and outstanding business requirements.
• Coordinate routine communication with employees, contractors, vendors, and business partners.
• Assist with employee and contractor onboarding documentation.
• Support timesheet reminders, documentation collection, and administrative follow-ups as needed.

4. Proposal & Contract Support

• Assist with tracking government contracting opportunities and solicitations.
• Maintain organized proposal-related files and supporting documentation.
• Track important proposal submission dates and deadlines.
• Coordinate collection of resumes, certifications, and other required documents.
• Support administrative follow-ups associated with proposals and contract opportunities.

5. Additional Administrative Responsibilities

• Assist management with special projects and other operational tasks as assigned.
• Help improve administrative processes and internal organization.
• Provide additional recruiting, business development, and general office support as needed.
• Adapt to changing business priorities and company requirements.

Required Qualifications

• Previous experience in administrative support, recruiting coordination, office management, or business operations.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to work independently and efficiently in a remote environment.
• Proficiency in Microsoft Outlook, Word, Excel, and Teams.
• Familiarity with online job boards and recruitment platforms.
• Strong time-management skills and the ability to prioritize assignments.
• Ability to maintain confidentiality when handling business and employee information.
• Reliable internet access and the ability to communicate consistently during agreed-upon working hours.
• Dependable, proactive, and responsive to management requests.

Preferred Qualifications

• Experience working with IT consulting, staffing, or government contracting companies.
• Familiarity with federal, state, or local government procurement processes.
• Experience screening resumes and coordinating candidate interviews.
• Experience maintaining recruiting pipelines and applicant tracking systems.
• Familiarity with onboarding processes and contractor administration.
• Experience supporting small businesses or executive management teams.

Work Schedule & Expectations

• This is a remote, part-time position to start.
• Work hours will be established based on company needs and mutual availability.
• The selected candidate must be available to monitor and respond to business communications during agreed-upon working hours.
• Occasional flexibility may be required to address time-sensitive recruiting or administrative matters.
• Responsibilities and weekly hours may increase as MSTi's operational needs expand.
• The individual must be capable of managing assigned tasks independently while maintaining regular communication with management.

Performance Expectations

The successful candidate will be expected to:

• Maintain timely and professional communication.
• Ensure company emails and assigned follow-ups are handled consistently.
• Keep job postings accurate and up to date.
• Maintain organized recruiting records and candidate information.
• Provide regular updates on recruiting activities and administrative assignments.
• Meet established deadlines and proactively communicate any challenges.
• Demonstrate reliability, accountability, professionalism, and initiative.

About Matrix Systems and Technologies (MSTi)

Matrix Systems and Technologies (MSTi) provides information technology consulting and professional services to support business and technology needs. MSTi is committed to delivering quality services, maintaining strong client relationships, and providing dependable solutions.

Position Growth Opportunity

This position offers an opportunity to grow alongside MSTi. While the role will initially be part-time, additional hours and expanded responsibilities may become available based on company growth, operational demands, and individual performance.

Additional duties may be assigned as needed to support the company's ongoing operations.

This is a remote position.