Operations Coordinator

The Region HR; Montgomery (AL); Hybrid; USD 25,000 - 28,000; Part time

Job summary

The Region HR Consulting Firm is seeking a highly organized Operations & Administrative Coordinator to support our growing team. This role blends executive administrative tasks with day-to-day operational management to ensure smooth processes and exceptional client service.

You will manage dashboards, contracts, onboarding for subscribers, and performance reviews while coordinating calendar scheduling and internal SOP development.

Qualifications

• 2–3 years of administrative, operations, or tech-enabled service experience.
• Advanced MS Office skills (Word, Excel, Outlook, PowerPoint) and web-based tools.
• Strong written and verbal communication with professional demeanor.
• Self-starter who can work independently and manage multiple tasks.

Responsibilities

• Maintain dashboards and monitor client hours to prevent overruns.
• Track client contracts, renewals, and coordinate with consultants.
• Triage emails and route inquiries to appropriate consultants during business hours.
• Onboard app subscribers and guide setup within the platform.
• Coordinate performance evaluations and internal SOPs.
• Manage the CEO calendar and record accurate meeting minutes.

Skills

MS Office

Communication

Organization

Time management

Independent work

Tools

Clockify

Job description

Job Posting: Operations & Administrative Coordinator

• Job Title: Operations & Administrative Coordinator

• Company: The Region HR Consulting Firm

• Location: Montgomery, Alabama (Primary Operations)-Hyrbid/Remote

• Position Type: Part-Time (20 Hours/Week) / Non-Exempt (Hourly)

• Pay Rate: $18.00 – $20.00 / hour

Position Summary

The Region HR Consulting Firm is seeking a hyper-organized, detail-oriented Operations & Administrative Coordinator to serve as the operational backbone of our growing team. This role bridges high-level administrative support with day-to-day operational management, ensuring that internal processes run smoothly and our clients receive exceptional, high-touch service.

You will manage multiple moving parts—from dashboard tracking and contract renewals to performance review coordination, calendar management, and workflow monitoring. You will act as a key point of contact for internal staff, consultants, technology subscribers, and executive leadership, maintaining efficiency across all administrative and operational touchpoints.

Key Responsibilities

Client & Project Operations

• Dashboard Management: Maintain The Region HR Dashboard and Monthly Client Dashboards, proactively notifying clients and consultants when a client has 8 hours remaining before exceeding their monthly contracted hours. Ensuring target goals are on track to be met.

• Contract Tracking: Monitor and track client contract expiration dates to ensure timely renewals and proactive follow-ups. Working with consultants to seek out new clients.

• Email & Inquiry Triage: Manage the [e-mail] email account during business hours, routing client communications to the appropriate consultants and tracking task follow-ups
• Website Inquiries: Monitor the company website and process incoming new client inquiries.

Technology Operations & App Management

• Subscriber Onboarding (Client-Facing): Process new app subscriber sign-ups for The Region HR Technologies App, initiate welcome sequences, and guide users through profile setup and required documentation uploads within the platform.

• Service Request Routing (Non-Client-Facing): Review incoming requests for services submitted through the non-client-facing side of the platform and route them directly to dedicated consultants for timely fulfillment and scoping.

Performance & HR Operations

• Performance Evaluations: Manage and distribute monthly performance reviews, including handling 30-, 60-, and 90-day as well as 3-, 6-, and 12-month client and internal reviews.

• Internal Reviews & SOPs: Coordinate internal staff annual reviews and create clear internal Standard Operating Procedures (SOPs) for firm processes and protocols.

• Time Tracking (Clockify): Manage weekly Clockify data to ensure all internal staff are logging their hours daily.

Executive & Team Support

• Calendar Management: Manage and maintain the CEO’s calendar for scheduling.

• Meeting Coordination: Schedule quarterly team meetings, attend to take accurate minutes, and coordinate monthly/quarterly community service initiatives for the team.

• Employee Engagement: Manage all client and internal staff monthly birthdays and employee anniversaries, ensuring timely acknowledgment and card mailings.

• General Assistance: Provide day-to-day administrative and operational assistance to consultants and the CEO as dictated by client needs.

Qualifications & Competencies

• Experience: 2–3 years of proven experience in an administrative, operations, office management, or tech-enabled service role (HR consulting or professional services environment preferred).

• Technical Proficiency: Advanced command of the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort navigating web-based technology platforms/apps.

• Communication: Exceptional verbal and written communication skills with a professional, client-ready demeanor.

• Organization: Superior organizational skills with a proven ability to prioritize tasks, manage competing deadlines, and maintain meticulous attention to detail.

• Time Management: Self-starter who can work independently in a non-exempt role, managing time efficiently and accurately.

Core Competencies

• Operational Organization & Systems Management: Meticulous oversight of multi-layered tracking tools, including dashboards, contract expiration trackers, and project workflows.

• Proactive Communication & Triage: Strong judgment to manage shared inboxes, accurately route messages, and proactively flag critical client thresholds (such as the 8-hour remaining limit).

• Process Rigor & SOP Development: Aptitude for designing, writing, and standardizing clear internal standard operating procedures that optimize firm protocols.

• Time & Accountability Tracking: Diligence in managing staff productivity data via tools like Clockify to ensure daily compliance.

• Discretion & Relationship Coordination: Professional tact when handling sensitive HR touchpoints, milestone recognitions, and confidential executive scheduling.

Key Performance Indicators (KPIs)

• Dashboard & Hour-Tracking Accuracy: 100% compliance in tracking client hours, with warnings triggered prior to limit breaches.

• Contract Renewal Timeliness: 0 missed contract expirations, flagged 60 to 90 days prior to end dates.

• Email Triage SLA: 95% or higher of incoming inquiries acknowledged, sorted, or routed within business-hour service level agreements (2–4 hours).

• Performance Review Delivery: 100% on-time delivery of scheduled review packets on their designated due dates.

• Time-Tracking Compliance: Maintaining an internal team compliance rate of 95%+ daily time-logging on Clockify.

• SOP Documentation Output: Successfully drafting, updating, and publishing at least 1–2 new or optimized internal SOPs per quarter.

• Calendar & Meeting Governance: 0 preventable scheduling conflicts, with meeting details and accurate minutes distributed within 24 hours.