Operations Coordinator

advisorey.; Philadelphia (Philadelphia County); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

Job summary

Advisorey, a fast-moving, family-owned distributor in the Philadelphia area, seeks an Operations Coordinator to serve as the central hub for administrative and operational tasks across multiple branch locations.

You will convert open items and recurring issues into completed tasks, reliable reporting, and clear, repeatable processes, collaborating with ownership and branch managers to keep details from slipping through the cracks.

Qualifications

• 1+ year of experience in an operations/administrative/coordinator role.
• Ability to manage multi-step administrative tasks to completion without reminders.
• Comfort with spreadsheets, shared trackers, and standard office software.
• Strong written and verbal communication across multiple locations.
• Ability to work independently and prioritize across several ongoing responsibilities.

Responsibilities

• Own and maintain shared task lists, recurring checklists, and follow-up trackers across branches; flag overdue or incomplete items and drive them to resolution with the right owner.
• Coordinate job postings, interview logistics, offer and onboarding administration, and new-hire paperwork; maintain accurate hiring and onboarding records.
• Prepare recurring reports and consolidate information that leadership and branch managers currently gather by hand from multiple locations.
• Document effective branch practices and recurring solutions as clear standard operating procedures, and keep them current as processes change.
• Provide centralized administrative support for cross-branch needs, including non-equipment warranty administration and other recurring back-office work, based on business priority.
• Identify recurring handoff failures, missing information, and process bottlenecks; bring practical solutions and clear escalation items to leadership.

Skills

Experience in operations coordination

Multi-location coordination

Office software proficiency

Written and verbal communication

Independent prioritization

Job description

A fast-moving, family-owned distributor that keeps the region’s heating, cooling, and refrigeration running is hiring an Operations Coordinator. This person will be the central follow-through point for important administrative and operational work across multiple branch locations. The role turns open items, recurring problems, and informal workarounds into completed tasks, reliable reporting, and clear, repeatable processes.

This is a high-visibility, hands-on role for someone who is organized, persistent, and comfortable coordinating across a small, multi-location business. You’ll work closely with ownership, branch managers, and support staff to make sure important details don’t get lost between locations or left unresolved.

Core responsibilities:

• Own and maintain shared task lists, recurring checklists, and follow-up trackers across branches; flag overdue or incomplete items and drive them to resolution with the right owner.
• Coordinate job postings, interview logistics, offer and onboarding administration, and new-hire paperwork; maintain accurate hiring and onboarding records.
• Prepare recurring reports and consolidate information that leadership and branch managers currently gather by hand from multiple locations.
• Document effective branch practices and recurring solutions as clear standard operating procedures, and keep them current as processes change.
• Provide centralized administrative support for cross-branch needs, including non-equipment warranty administration and other recurring back-office work, based on business priority.
• Identify recurring handoff failures, missing information, and process bottlenecks; bring practical solutions and clear escalation items to leadership.

This role does not supervise branch employees or set HR policy.

Required qualifications:

• 1+ year of experience in an operations coordinator, administrative coordinator, project coordinator, or office management role.
• Demonstrated ability to manage multi-step administrative tasks to completion without repeated reminders.
• Comfort working with spreadsheets, shared trackers, and standard office software.
• Strong written and verbal communication with staff across multiple locations.
• Ability to work independently and prioritize across several ongoing responsibilities.
• Preferred qualifications:
• Experience supporting a multi-location or small business, or a distribution, wholesale, or skilled-trades environment.
• Experience coordinating hiring or onboarding processes.
• Experience creating or documenting standard operating procedures.
• Compensation and benefits: $55,000–$70,000 per year, based on experience. Benefits include health, dental, and vision insurance, plus paid time off.