Systems & Operations Coordinator

We are seeking a highly organized, detail-oriented Systems & Operations Coordinator to serve as a vital link between our client's technology ecosystem and day-to-day business operations. Acting as the primary support to the Systems Administrator, you will provide critical, hands-on maintenance for our core software applications, including Salesforce, Smartsheet, NetSuite, and Box.

In addition to system administration support, you will partner closely with the Office Manager to oversee insurance compliance and Certificates of Insurance (COI) management. The ideal candidate is a tech-savvy multitasker who thrives on organizing workflows, maintaining impeccable data integrity, and ensuring our company remains compliant and operationally efficient.

Job Responsibilities

System Maintenance & Data Integrity

• Data Auditing: Conduct comprehensive weekly audits of Salesforce and Smartsheet to ensure all project statuses, pipeline updates, and financial metrics are accurate and current.
• User Lifecycle Management: Support the Systems Administrator with user onboarding and offboarding, permission provisioning, and credential management across all primary platforms.
• Document Architecture (Box): Oversee the folder hierarchy and structural integrity of the Box file system, enforcing strict naming conventions and ensuring document storage aligns with company SOPs.

Insurance & Compliance Operations

• COI Administration: Coordinate with the Office Manager to request, collect, verify, and track Certificates of Insurance (COI) from vendors and subcontractors.
• Compliance Monitoring: Maintain a centralized tracking architecture (within Smartsheet or NetSuite) to proactively monitor policy expiration dates and ensure all active partners remain compliant.
• Cross-Functional Documentation: Guarantee all insurance-related documentation is properly archived in Box and seamlessly mapped to corresponding records in NetSuite or Salesforce.
• Broker Liaison: Serve as the internal point of contact for routine COI requests, coordinating directly with insurance brokers to secure documentation for new projects and contracts.

Smartsheet & Project Coordination

• Workspace Deployment: Build, configure, and launch new project workspaces, sheets, and dashboards utilizing established company templates.
• Portfolio Tracking: Conduct weekly syncs with Project Managers to validate that the global Project Portfolio accurately reflects real-time operational milestones.
• Workflow Automation: Assist in troubleshooting basic Smartsheet automations, formulas, and reporting structures for cross-departmental stakeholders.

Process Documentation & Internal Support

• Knowledge Base Management: Maintain and organize the company’s digital SOP (Standard Operating Procedure) library, ensuring all training materials and workflow diagrams are standardized and accessible.
• Tier 1 Help Desk: Act as the first line of defense for internal software inquiries, helping team members navigate platform features and resolve minor technical friction.
• Training Coordination: Assist in facilitating training sessions for new hires and drafting intuitive, step-by-step user guides for newly deployed software features.

AI & Emerging Tech Support

• AI Tool Optimization: Monitor the performance and outputs of AI utilities (e.g., Claude AI, Fathom), ensuring meeting intelligence, transcripts, and automated summaries are accurately captured and categorized.
• User Acceptance Testing (UAT): Participate in the UAT process for new AI agents, system integrations, and software patches prior to company-wide deployment.

Performance & Success Metrics

• Insurance Compliance: Achieve and maintain a 100% compliance rate for valid, active COIs across all active vendors and subcontractors.
• Data Accuracy: Noticeable reduction in stale or lagging project data within Smartsheet and Salesforce.
• Service Delivery: Rapid, helpful resolution of internal "how-to" tickets and time-sensitive insurance inquiries.

Requirements

Required

• Education: Associate’s or Bachelor’s degree in Business Administration, Information Technology, Operations, or a related field (equivalent professional experience considered).
• Experience: 1–2 years of experience in a professional office environment, with a proven track record in data management, project coordination, or administrative support.
• Technical Aptitude: High digital literacy with an innate ability to learn new software rapidly. You are naturally the "go-to" resource for troubleshooting everyday tech challenges.
• Attention to Detail: Exceptional precision and thoroughness, specifically regarding data accuracy and the meticulous review of legal/insurance compliance documents.
• Communication: Strong interpersonal skills with the ability to translate technical concepts for non-technical users and professionally negotiate compliance requests with external vendors.

Preferred

• Direct, hands-on experience navigating Smartsheet (including formulas and reports) or Salesforce.
• A foundational understanding of NetSuite or similar enterprise resource planning (ERP) software.
• Familiarity with risk management concepts, Certificates of Insurance (COIs), and general commercial insurance terminology.
• Experience building basic workflows with low-code automation tools like Zapier.

Minimum Technical and Work Environment Requirements:

• Internet Connection:
• Primary internet connection with a minimum speed of 15 Mbps.
• Backup internet connection with at least 10 Mbps.
• Backup connection must be capable of supporting work during a power outage.

• Primary Device:
• Desktop or laptop equipped with at least:
• Intel Core i5 (8th generation or newer), Intel Core i3 (10th generation or newer), AMD Ryzen 5, or an equivalent processor.
• A minimum of 8 GB RAM.

• Backup Device:
• Must meet or exceed the performance of an Intel Core i3 processor.
• Must be functional during power interruptions.

• Peripherals and Workspace:
• A functioning webcam.
• A noise-canceling USB headset.
• A quiet, dedicated home office space.
• A smartphone for communication and verification purposes.

Benefits

• Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.
• Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.
• Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.
• Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.
• Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.
• Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.