Operations & Admin Coordinator

Job title: Operations & Admin Coordinator

Type of employment: Part time, potential full time opportunity

Shift Schedule: 12PM-4PM Eastern time

You'll serve as an operations hub across multiple service brands, managing inbox workflows, dispatching and tracking jobs, sending and logging invoices, completing online research/submissions (including court websites), and handling client inquiries by phone. 

About the Company:

The client and its related brands provide nationwide, service-based solutions such as connecting clients with verified mobile notaries, and offering professional services like skip tracing, document retrieval, apostille and related partner services.

Company core values:

• Speed & responsiveness 

• Accuracy & attention to detail 

• Professionalism & compliance 

• Transparency

• Ownership & accountability 

Objective of this role:

• Keep all inbound email requests organized, responded to, and routed correctly.

• Ensure invoicing is accurate, tracked, and consistently sent on time

• Support smooth dispatching by assigning and tracking jobs end-to-end

• Complete research and online submissions accurately (including court website navigation)

• Provide clear, confident client communication via email and phone

• Take ownership of workflow from an end-to-end basis

Responsibilities:

• Email workflow management

  • Monitor shared inboxes, categorize/label messages, and ensure timely responses

  • Route and respond to requests to the right internal workflow and maintain clean email organization

• Client communication

  • Handle inquiries and follow-ups via email and live chat through the website with professional tone and strong clarity

  • Take client calls (no cold calling—supporting inquiries and next steps)

  • Call clients on as needed basis

• Invoicing

  • Prepare, send, and track invoices via PayPal and Square occasionally with strong attention to detail

  • Maintain invoicing logs and ensure records are complete and accurate on an internal spreadsheet

• Research & online submissions

  • Conduct online research to support requests and resolve client issues

  • Navigate court websites and submit online requests/forms accurately

• Dispatching & coordination

  • Coordinate dispatching and ensure tasks/jobs are assigned correctly

  • Track job status and follow up to keep work moving to completion

  • Locate vendors via email (training will be provided)

• Documentation & tracking

  • Update trackers, SOPs, and logs in Google Sheets/Docs

  • Flag issues early and propose solutions (independent problem-solving expected)

Required skills and qualifications:

• Experience in an operations/admin coordinator or VA role supporting multiple workflows

• Experience with invoicing, dispatching, or service-based operations

• Strong operational thinking: can prioritize, manage workflows, and keep tasks moving

• Excellent written English for professional email handling and clear client updates

• High attention to detail for invoicing accuracy and dispatch tracking

• Strong research and problem-solving skills with ability to work independently

• Clear, confident phone communication for client inquiries

• Tool proficiency:

  • Gmail / Google Workspace (inbox management, forwarding, labels, send-as)

  • Google Docs & Sheets (tracking, invoicing logs, SOPs, research notes)

• Strong web navigation skills, including court websites and online submission portals

Preferred skills and qualifications

• Familiarity with lightweight CRM tools or ticketing-style workflows (nice to have)

• Ability to ramp quickly with training and execute with minimal supervision