Administration Assistant & Operations Coordinator (Part-Time)
About Us
Blueboy Document Imaging is a 32-year-old print, copy, scanning, and document management company serving businesses and government agencies throughout the Washington, DC region.
We are looking for a highly organized, proactive Administrative Assistant & Operations Coordinator to become the owner’s right hand. This role is ideal for someone who enjoys creating order, following up on details, keeping teams accountable, and helping a growing business operate more efficiently.
This is not a traditional administrative assistant role. You will work directly with the owner and have a meaningful impact on operations, communication, hiring, and bookkeeping coordination.
Position Summary
This role will support the owner by managing administrative priorities, coordinating team accountability, assisting with hiring and recruiting efforts, tracking key performance indicators and bookkeeping.
The ideal candidate is highly organized, detail-oriented, professional, comfortable following up with people, and capable of managing multiple priorities simultaneously.
Key Responsibilities
Executive Support
· Coordinate meetings and follow-up action items.
· Prioritize and organize daily tasks and projects.
· Draft emails, reports, and business correspondence.
Team Accountability
· Conduct weekly team check-ins.
· Track employee responsibilities and deadlines.
· Maintain accountability scorecards.
· Prepare weekly operations reports for the owner.
· Follow up on outstanding action items and commitments.
Hiring & Recruiting Support
· Post and manage job advertisements.
· Screen applicants and schedule interviews.
· Check references and organize hiring documentation.
· Assist with onboarding new employees.
Bookkeeping Coordination
· Assist with Accounts Receivable follow-up.
· Assist with Accounts Payable tracking.
· Coordinate bank reconciliation documentation.
· Maintain organized financial records.
Operations Support
· Update SOPs and process documentation.
· Maintain project tracking systems.
· Assist with customer follow-up and service requests.
· Track key business metrics and KPIs.
· Support special projects assigned by ownership.
Qualifications
Required
· 3+ years of administrative assistant, operations coordinator, office manager, or similar experience.
· Strong organizational and communication skills.
· Excellent follow-through and attention to detail.
· Proficiency with Microsoft Office (Excel, Outlook, Word).
· Ability to work independently with minimal supervision.
· Professional and confident communication skills.
Preferred
· Experience with bookkeeping or accounting support.
· Experience with hiring and recruiting.
· Experience using Sage 50, QuickBooks, CRM systems, or project management software.
Success in This Role
After 90 days, the successful candidate will:
· Maintain a reliable weekly accountability meeting process.
· Keep hiring activities organized and moving forward.
· Provide accurate weekly operations reports.
· Ensure financial records are organized and current.
· Reduce the owner’s involvement in day-to-day administrative tasks.
· Help the team consistently follow through on commitments.
Compensation
· Part-Time: 20-25 hours per week
· Flexible Schedule
· Competitive hourly rate based on experience $25 - $35 / Hour
Ideal Candidate
You are the type of person who naturally follows up, keeps lists, remembers details, and enjoys helping others stay organized. You are comfortable holding people accountable professionally and respectfully. You take ownership, solve problems, and don’t wait to be told what to do next.
If you enjoy bringing order to a growing business and working directly with an entrepreneur, we would love to hear from you.
Pay: $25.00 - $35.00 per hour
Benefits:
- Flexible schedule
- Paid time off
Work Location: In person
