Emerald Equipment Systems is seeking an organized, dependable, and proactive Administrative & Operations Coordinator to work closely with our General Manager and support the day-to-day effectiveness of our Parts, Service, and administrative operations.
This is more than a traditional administrative position. The person joining our team will have the opportunity to learn multiple areas of the business, develop relationships across departments, and take increasing ownership of the processes, reporting, communication, and follow-through that keep our organization running effectively.
The right candidate enjoys being close to the action, communicates comfortably with people at all levels of an organization, pays attention to details, and takes satisfaction in bringing structure and accountability to a busy environment.
What You’ll DoWhat You’ll Do
Working directly with the General Manager and regularly interacting with department leaders, employees, vendors, and the accounting team, you will provide administrative and operational support across a variety of areas.
Responsibilities will include:
· Manage scheduling, meeting coordination, meeting notes, action items, and follow-up.
· Assist with weekly payroll reviews, timecard adjustments, and time-off requests.
· Track expenses and prepare recurring reports.
· Compile weekly and monthly inventory and Parts sales reports to support management decision-making.
· Assist with key vendor relationships, including communication and order placement.
· Coordinate job postings and conduct initial reviews of applicants.
· Support HR and administrative activities, including employee acknowledgements, handbook-related activities, and other documentation.
· Maintain information related to company vehicles, equipment, tools, and other company assets.
· Learn existing company procedures and help document them in clear, usable formats.
· Assist with the development of process maps and documentation as processes evolve.
· Support employee engagement activities, including new employee introductions, company events, service recognition, and internal communications.
· Assist with the preparation and distribution of company newsletters and other communications.
· Identify opportunities to improve administrative processes, organization, communication, and follow-through across the business.
· Take on additional responsibilities as knowledge of the company and its operations grows.
What Success Looks Like
During your first several months, you’ll spend significant time learning the organization, understanding the General Manager’s responsibilities and priorities, developing relationships with department leaders, and becoming familiar with Emerald’s operating and administrative processes.
As you become established, success will mean being able to independently keep important administrative responsibilities moving, provide accurate and timely information for management decisions, anticipate upcoming needs, and serve as a reliable point of coordination between leadership and the broader organization.
Over time, we want this individual to become a trusted partner who sees what needs attention, asks good questions, suggests solutions, and helps ensure commitments don’t fall through the cracks.
What We’re Looking For
We’re looking for someone who combines strong administrative skills with curiosity about how a business operates.
The successful candidate will bring:
· Strong organizational and time-management skills.
· A demonstrated record of dependability and follow-through.
· Excellent verbal and written communication skills.
· A professional, approachable, and confident communication style.
· Strong attention to detail and a high degree of accuracy.
· The initiative to ask questions, seek information, and solve problems.
· Sound judgment and discretion when handling confidential employee, financial, sales, and business information.
· The ability to establish productive working relationships across different departments and levels of an organization.
· Comfort managing multiple priorities in a hands-on, fast-moving business environment.
· Strong Microsoft Outlook and Teams skills.
· Proficiency with Microsoft Excel, including formulas and pivot tables.
· An interest in learning new systems and processes; experience with NetSuite or similar ERP/business-management systems is helpful but not required.
· A genuine interest in developing broader business and operational knowledge.
Prior experience in administrative coordination, business operations, executive/management support, HR administration, or a related position is preferred. Experience in an equipment, manufacturing, distribution, construction, service, or similarly operational environment would be beneficial but is not required.
Position Details
· Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m.
· Work Arrangement: Fully onsite
· Travel: None anticipated
· Compensation: Approximately $75,000-$85,000 annually, commensurate with experience
· Benefits: Comprehensive benefits package including healthcare, dental and vision coverage, 401(k) with company match up to 4%, paid time off.
Why Emerald Equipment Systems?
This position offers an opportunity to do more than support a desk or manage a task list. You’ll work directly alongside company leadership, gain exposure to multiple areas of the organization, and develop an understanding of how the business operates.
For someone who is organized, curious, resourceful, and eager to grow, this role offers the opportunity to build trusted relationships throughout the company and take on increasing responsibility as your knowledge and capabilities develop.
Pay: $36.00 - $41.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
