Administration & Operations Coordinator at Vatic Outsourcing in Marietta, Georgia

Job description

• Summary: Vatic Outsourcing, a growing telecom consulting firm, is seeking a highly organized, dependable, and detail-oriented Admin & Operations Specialist to manage daily office operations, facilities management, and administrative workflows. This on-site role is essential to maintaining seamless daily business activities, including local errands, vendor management, office upkeep, and basic financial support.

Responsibilities

• Facilities & Building Management
• Oversee the daily upkeep, maintenance, and cleanliness of all office buildings.
• Coordinate and schedule routine inspections, maintenance, and emergency repairs for HVAC, plumbing, electrical systems, and office equipment.
• Act as the primary point of contact for property managers, cleaning crews, and third-party facility vendors.
• Manage vendor contracts, negotiate service agreements, and review/approve facility-related invoices.
• Plan and manage office layout changes, seating arrangements, ergonomic setups, and workstation prep for new team members.
• Maintain office inventory, track physical assets, order supplies, and manage repair logistics for office equipment.
• Daily Administrative & Daily Operations
• Daily Local Errands: Travel locally daily to the company PO box to collect physical mail and checks, and perform daily bank deposits at the local bank branch.
• Sort and distribute incoming physical mail and process all outgoing mail and package shipments.
• Handle core administrative tasks, including document management, electronic filing, data entry, and recordkeeping.
• Assist in planning and coordinating company events, celebrations, and philanthropic initiatives.
• Assist with internal operational communications, announcements, and office updates.
• Support HR functions such as recruitment coordination, onboarding, and employee engagement activities.
• Handle confidential information with professionalism and discretion.
• Serves as the receptionist for the office, greeting visitors and candidates for interviews.
• Prepare HR reports and documentation as needed.
• Financial & Basic Operational Support
• Process and deposit incoming physical checks at the local bank daily.
• Enter client payments into internal accounting tracking systems and QuickBooks.
• Assist with basic client invoicing, accounts payable tracking, and processing routine operational expenses.
• Handle confidential business and financial information with high discretion.

Requirements

• Must have a valid driver’s license, a reliable vehicle, and clean driving record for daily mandatory local trips (PO box and bank).
• Strong organizational, multitasking, and problem-solving skills with high attention to detail.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint), Google Suite, and basic accounting software (QuickBooks preferred).
• Hands-on experience working with facilities vendors, maintenance technicians, and service contracts.
• Ability to work independently and manage daily routine responsibilities without constant supervision.
• Two to three years of administrative, office operations, or facilities management experience preferred.
• Experience handling basic bookkeeping/QuickBooks or banking procedures preferred.
• High school diploma required; Associate’s or Bachelor’s degree preferred.

Skills

Required

• Valid driver's license
• Reliable vehicle
• Clean driving record
• Strong organizational skills
• Multitasking skills
• Problem-solving skills
• High attention to detail
• Proficient in Google Suite
• Ability to work independently