Operations & Administrative Coordinator

The Phoenix Group; United States; On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical insurance

Vision insurance

401(k)

Job summary

A boutique staffing firm is seeking an Operations & Administrative Coordinator to support daily operations, ensuring accuracy across systems and smooth workflows. This role requires over 4 years of experience, strong organizational skills, and proficiency in Excel. Benefits include medical insurance and 401(k). The position is full-time in the New York City Metropolitan Area.

Qualifications

• 4+ years of administrative or operations experience.
• Staffing experience is a plus.
• Comfort with data entry.

Responsibilities

• Manage supplies, vendors, and building coordination.
• Audit Bullhorn data daily for accuracy.
• Review timesheets and follow up for missing submissions.
• Support weekly company posts on social media.
• Create and track client fee agreements.

Skills

Strong organizational skills

Attention to detail

Working knowledge of Excel

Ability to manage multiple priorities

Job description

This range is provided by The Phoenix Group. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$60,000.00/yr - $80,000.00/yr

The Phoenix Group Advisors is a boutique staffing firm focused on personalized, high-quality recruiting across I.T., Accounting & Finance, Legal, Administrative, and Professional Services. We’re looking for an Operations & Administrative Coordinator to support our daily operations, ensure accuracy across systems, and keep everything running smoothly behind the scenes.

What You’ll Do

• Office & Operations Support

  • Manage supplies, vendors, and building coordination.
  • Schedule meetings, handle mail, and support company events.
  • Maintain accurate records and confidential files.

• ATS & Data Quality Control

  • Audit Bullhorn data daily for accuracy.
  • Manage postings, placements, and terminations for both perm and consulting.
  • Update production and payroll tracking sheets.

• Payroll Support

  • Review timesheets and follow up for missing submissions or approvals.
  • Maintain and reconcile consultant data in both Bullhorn and BBO.
  • Handle policy updates, benefits, unemployment, and documentation.
  • Support open enrollment and sick time tracking.

• Social Media & Communications

  • Support weekly company posts (Hot Jobs, EOM, Promotions).
  • Repost content across platforms to maintain brand visibility.

• Agreements & Compliance

  • Create and track client fee agreements and SOWs.
  • Audit records monthly to ensure compliance and completeness.

What You Bring

• 4+ years of administrative or operations experience (staffing experience a plus)
• Strong organizational skills and attention to detail
• Working knowledge of Excel and comfort with data entry
• Ability to manage multiple priorities with speed and accuracy

Why Join Us

At The Phoenix Group, you’ll be part of a close-knit, high-performing team that values integrity, accountability, and growth. You’ll learn the inner workings of a successful staffing firm and gain exposure to recruiting, accounting, and HR operations.

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

• Administrative
• Staffing and Recruiting

Referrals increase your chances of interviewing at The Phoenix Group by 2x

Benefits

• Medical insurance
• Vision insurance
• 401(k)

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