Executive & Operations Coordinator - Payroll & Admin

Ambient; New York (NY); On-site; USD 73,000 - 88,000; Full time

Job summary

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

It's well-suited to someone who is detail-obsessed and energized by supporting multiple business lines at once.

Qualifications

• 2+ years of administrative or coordinator experience; exposure to payroll submission, insurance/COI requests, or customer onboarding processes a plus (not required to have owned these functions)
• Comfortable handling confidential financial and personnel data with discretion
• Strong follow-through — conduit between the team and outside parties (payroll provider, insurance broker, customers) so nothing can fall through the cracks
• Strong organizational skills and ability to manage competing priorities across multiple business units
• Knowledge of HVAC/Construction background is preferred
• Experience with Dynamic365, CRM systems, or similar business platforms a plus

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 submission
• 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 them 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

Attention to detail

Excellent written and verbal comms

Strong organizational skills

Discretion with confidential data

Ability to manage multiple priorities

Tools

Dynamic365

CRM systems

Microsoft 365

Job description

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

It's well-suited to someone who is detail-obsessed and energized by supporting multiple business lines at once.