Executive Admin & Operations Coordinator

MIH Systems Group LLC; New York (NY); On-site; USD 73,000 - 88,000; Full time

Job summary

MIH Systems Group LLC, based in New York, NY, is seeking an Administrator to support back-office and executive operations across our New York business lines. This hands-on role combines HR/payroll administration, customer and billing support, travel logistics, and direct executive assistant duties to the Vice President and Operations Director.

The ideal candidate will be detail-oriented, discreet with confidential information, and capable of coordinating multiple business units.

Qualifications

• 2+ years of administrative or coordinator experience; exposure to payroll submission, COI requests, or customer onboarding is a plus (not required).
• Confidential financial and personnel data handling with discretion.
• Strong follow-through to prevent things from falling through the cracks.
• Strong organizational skills to manage competing priorities across multiple business units.
• Knowledge of HVAC/Construction background is preferred (not required).
• Experience with Dynamics 365, CRM systems, or similar platforms a plus.
• Proficiency with Microsoft Office / Microsoft 365.
• Excellent written and verbal communication skills.

Responsibilities

• Submit payroll data on behalf of staff each cycle (manual process until automated).
• Serve as the point of contact between the team and payroll provider, ensuring timely and accurate submissions.
• Request certificates of insurance (COIs) from the broker for projects, vendors, and contracts as needed.
• Track COI requests through to completion and maintain records for project files.
• Collect client information (W-9) and set up in our business systems.
• Support billing and invoicing workflows; assist with accounts receivable follow-up as needed.
• Book employee travel per existing SOP (refundable fares, corporate travel accounts).
• Coordinate scheduling and logistics for field engineers and leadership travel.
• Provide direct administrative support to the Vice President and Operations Director, including calendar management, correspondence, and task follow-up.
• Assist with document preparation and light project coordination as needed.
• Serve as a central administrative point of contact across business units.
• Handle administrative projects as priorities shift across business lines.

Skills

Administrative experience

Communication skills

Organization skills

Discretion with confidential data

Multitasking

Tools

Dynamics 365

CRM systems

Microsoft Office 365

Job description

MIH Systems Group LLC, based in New York, NY, is seeking an Administrator to support back-office and executive operations across our New York business lines. This hands-on role combines HR/payroll administration, customer and billing support, travel logistics, and direct executive assistant duties to the Vice President and Operations Director.

The ideal candidate will be detail-oriented, discreet with confidential information, and capable of coordinating multiple business units.