Executive Support & Operations Coordinator

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

Job summary

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

The position emphasizes coordination over ownership, with payroll data submission, COI requests, scheduling, and cross-unit communications.

Qualifications

• 2+ years of administrative or coordinator experience.
• Ability to handle confidential financial and personnel data with discretion.
• Strong organizational skills and ability to manage competing priorities.
• Experience with CRM/Dynamics 365 and Microsoft Office a plus.
• Excellent written and verbal communication skills.

Responsibilities

• Submit payroll data on behalf of staff each cycle.
• Serve as the point of contact between the team and payroll provider.
• Request COIs from the broker for projects, vendors, and contracts.
• Track COI requests through to completion and maintain records.
• Collect client information (W-9) and set up in systems.
• Support billing and invoicing workflows; assist AR follow-up.
• Coordinate scheduling and logistics for field engineers and leadership travel.
• Provide executive support to VP and Operations Director, including calendar management.
• Assist with document preparation and light project coordination.
• Serve as central administrative point of contact across units.
• Handle administrative projects as priorities shift.

Skills

Administrative experience

Discretion with confidential data

Organizational skills

Communication skills

Tools

Dynamics 365

CRM systems

Microsoft Office 365

Job description

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

The position emphasizes coordination over ownership, with payroll data submission, COI requests, scheduling, and cross-unit communications.