Operations & Administrative Coordinator

Part-Time / Full-Time

Employment Type: Part-Time or Full-Time
Compensation: $24.00–$32.00 per hour, based on experience with office operations, payroll coordination, bookkeeping support, project administration, customer communication, marketing coordination, and business systems.

Advanced Commercial Communications, LLC is seeking a highly organized, dependable, and detail-oriented Operations & Administrative Coordinator to support our growing business.

This position is ideal for someone who enjoys bringing structure to busy operations, keeping deadlines and follow-up items from falling through the cracks, communicating professionally, and taking ownership of recurring administrative processes.

The Operations & Administrative Coordinator will support office operations, project administration, customer communication, payroll preparation, bookkeeping coordination, marketing support, and internal records. This role gives the right candidate the opportunity to play a central part in a growing company by improving communication, supporting project and customer needs, and helping build dependable systems that keep daily operations moving forward.

The right candidate will be comfortable managing multiple priorities, learning new systems, handling confidential information appropriately, and creating reliable processes in a hands-on small-business environment.

Position overview

The Operations & Administrative Coordinator provides day-to-day administrative and operational support across ACC’s commercial technology, communications, service, and project activities.

The role includes payroll preparation, bookkeeping coordination, invoice and document support, customer and vendor follow-up, calendar management, project-file organization, marketing and social-media coordination, internal procedure support, and other administrative work required to keep the company organized and responsive.

The ideal candidate is proactive, accurate, professional, comfortable with technology, and able to balance detailed recordkeeping with practical communication and follow-through.

Key responsibilities

  • Collect, organize, and review employee time records, job-cost information, reimbursements, receipts, and supporting documentation for payroll processing.

  • Prepare payroll information for review and submission through ACC’s designated payroll system, while maintaining confidentiality and meeting established deadlines.

  • Assist with payroll-related records, onboarding paperwork, pay-code information, benefit-deduction records, and employee administrative files.

  • Organize vendor invoices, receipts, purchase records, credit-card documentation, employee reimbursements, subcontractor paperwork, and other financial support documents.

  • Assist with bookkeeping coordination by ensuring documentation is complete, organized, accurately categorized, and ready for internal review or outside accounting support.

  • Reconcile missing paperwork, follow up on incomplete records, flag discrepancies, and help maintain timely month-end documentation.

  • Prepare draft invoices, progress-billing packages, customer billing backup, service documentation, project closeout files, and related records for management review.

  • Monitor routine accounts-receivable follow-up, invoice status, customer paperwork, vendor statements, and other administrative items as assigned.

  • Maintain organized customer, vendor, project, employee, and internal records in approved company systems.

  • Manage calendars, internal reminders, meetings, scheduling follow-up, travel coordination, and recurring business deadlines.

  • Support project administration by maintaining job folders, collecting project documents, organizing plans and specifications, tracking submittals, supporting closeout packages, and following up on outstanding items.

  • Coordinate routine communication with customers, vendors, distributors, subcontractors, and internal team members regarding scheduling, paperwork, invoices, missing information, and administrative needs.

  • Assist with preparation and organization of proposals, forms, templates, checklists, procedures, reports, presentations, and internal communications.

  • Coordinate approved social-media posts, organize project photos and marketing assets, maintain content calendars, and support website or recruitment-posting updates.

  • Help maintain shared-drive, cloud-storage, CRM, contact, vendor, and project-record standards.

  • Identify repetitive administrative bottlenecks and recommend practical improvements to forms, workflows, templates, and tracking systems.

  • Handle confidential business, financial, employee, customer, vendor, pricing, and project information with discretion.

  • Perform other administrative and operational support duties as assigned.

Required qualifications

  • High school diploma, GED, or equivalent.

  • Two or more years of experience in administrative support, office coordination, bookkeeping support, payroll support, project coordination, customer service, or a related business-operations role.

  • Strong organizational skills, attention to detail, follow-through, and ability to manage multiple priorities.

  • Experience working with Microsoft Office or Microsoft 365, including Outlook, Word, Excel, Teams, and cloud-based file storage.

  • Ability to create, maintain, and organize spreadsheets, trackers, reports, folders, forms, and business records.

  • Strong written and verbal communication skills, including professional email, phone, and customer communication.

  • Comfortable learning and using payroll, accounting, scheduling, CRM, project-management, document-management, and social-media scheduling platforms.

  • Ability to handle sensitive payroll, personnel, financial, customer, and company information with confidentiality and sound judgment.

  • Ability to work independently, follow established procedures, ask appropriate questions, and communicate promptly when decisions or approvals are needed.

  • Dependable attendance, professional demeanor, and reliable transportation for reporting to the office or occasional business-related meetings, as needed.

Preferred qualifications

Candidates with the following experience will receive strong consideration:

  • Administrative support within construction, commercial services, technology services, contracting, project-based work, or another fast-paced small-business environment.

  • Payroll preparation, timecard review, employee onboarding paperwork, reimbursement processing, benefit-administration support, or HR administration.

  • Bookkeeping support, accounts payable, accounts receivable, invoice preparation, expense documentation, vendor-statement review, or month-end administrative support.

  • Experience with QuickBooks, payroll platforms, Microsoft 365, SharePoint, CRM systems, estimating software, project-management software, or document-control systems.

  • Experience preparing customer invoices, progress billing, lien-related documents, project closeout materials, service records, or contract-administration documents.

  • Experience coordinating vendors, distributors, subcontractors, customers, field employees, and office staff.

  • Social-media scheduling, content-calendar management, Canva or basic graphic-design experience, website content updates, or business marketing coordination.

  • Experience improving office systems, standardizing templates, building spreadsheets, tracking deadlines, and maintaining clear processes.

  • Associate degree, business-administration training, bookkeeping coursework, payroll certification, project-coordination training, or equivalent practical experience.

Compensation

Hourly pay: $24.00–$32.00 per hour

Pay is based on relevant experience, demonstrated organizational ability, payroll and bookkeeping coordination experience, customer communication skills, comfort with business software, quality of documentation, reliability, and the ability to independently manage recurring operational responsibilities.

The upper end of the range is intended for candidates with demonstrated experience in payroll processing, bookkeeping support, accounts payable and receivable coordination, project administration, invoice and billing support, Microsoft 365 or SharePoint administration, process improvement, and small-business operations.

Benefits and opportunities

Eligible employees may receive:

  • Flexible scheduling when business and operational requirements allow

  • Performance-based bonus opportunities

  • Health-insurance, paid-time-off, and retirement-plan options, based on position and eligibility

  • Paid training and professional-development opportunities

  • Opportunities to expand skills in payroll coordination, bookkeeping support, project administration, business systems, marketing coordination, and small-business operations

  • Career-growth opportunities based on performance, reliability, business needs, and demonstrated capability

  • Optional employee-appreciation and team-building events, including company BBQs, team meals, outdoor recreation, camping, fishing outings, and other activities throughout the year

Company-provided equipment

Depending on role requirements and eligibility, ACC may provide:

  • Company-branded apparel or uniforms

  • Company laptop or desktop equipment

  • Company phone stipend or company-provided phone, as applicable

  • Required software, systems access, and job-specific office equipment

  • Mileage reimbursement or use of a company vehicle for approved business travel, when applicable

Equal employment opportunity

Advanced Commercial Communications, LLC is an equal opportunity employer. We value a respectful, professional, and inclusive workplace and do not discriminate based on race, color, religion, national origin, sex, sexual orientation, gender identity, age, marital status, veteran status, disability, or any other status protected by applicable law.

How to apply

Please email your resume to [email protected].

In the body of your email, please include:

  • A brief summary of your administrative, payroll, bookkeeping, project-coordination, customer-service, or office-operations experience

  • The business software, payroll systems, accounting systems, Microsoft 365 tools, CRM systems, or project-management platforms you have used

  • Your availability and preferred employment status, part-time or full-time

  • A brief example of a process, tracker, filing system, template, or workflow you improved or helped organize

  • A brief explanation of why this position is a good fit for your experience and career goals