Systems and Operations Coordinator

Role Overview

• 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.
• Partner closely with the Office Manager to oversee insurance compliance and Certificates of Insurance (COI) management.
• Conduct comprehensive weekly audits of Salesforce and Smartsheet to ensure all project statuses, pipeline updates, and financial metrics are accurate and current.
• Support the Systems Administrator with user onboarding and offboarding, permission provisioning, and credential management across all primary platforms.
• Oversee the folder hierarchy and structural integrity of the Box file system, enforcing strict naming conventions and ensuring document storage aligns with company SOPs.
• Coordinate with the Office Manager to request, collect, verify, and track Certificates of Insurance (COI) from vendors and subcontractors.
• Maintain a centralized tracking architecture (within Smartsheet or NetSuite) to proactively monitor policy expiration dates and ensure all active partners remain compliant.
• Guarantee all insurance-related documentation is properly archived in Box and seamlessly mapped to corresponding records in NetSuite or Salesforce.
• Serve as the internal point of contact for routine COI requests, coordinating directly with insurance brokers to secure documentation for new projects and contracts.
• Build, configure, and launch new project workspaces, sheets, and dashboards utilizing established company templates.
• Conduct weekly syncs with Project Managers to validate that the global Project Portfolio accurately reflects real-time operational milestones.
• Assist in troubleshooting basic Smartsheet automations, formulas, and reporting structures for cross-departmental stakeholders.
• Maintain and organize the company’s digital SOP (Standard Operating Procedure) library, ensuring all training materials and workflow diagrams are standardized and accessible.
• Act as the first line of defense for internal software inquiries, helping team members navigate platform features and resolve minor technical friction.
• Assist in facilitating training sessions for new hires and drafting intuitive, step-by-step user guides for newly deployed software features.
• 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.
• Participate in the UAT process for new AI agents, system integrations, and software patches prior to company-wide deployment.
• Achieve and maintain a 100% compliance rate for valid, active COIs across all active vendors and subcontractors.
• Noticeable reduction in stale or lagging project data within Smartsheet and Salesforce.
• Rapid, helpful resolution of internal "how-to" tickets and time-sensitive insurance inquiries.

Requirements

• 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.
• 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.

Tech Stack

• ERP

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.