Administrative Assistant & Project Coordinator

Job Title
:
Administrative Assistant & Project Coordinator

Job Type
:
Full-time, Salary, In-person

Location
: 324 Jefferson Street, Fort Collins, CO 80524 (Required)

Hours
:
Monday through Friday, 8 am - 5 pm

Education
: A college degree is not required, but please list your education on your resume.

Hello there—nice to meet you!

We’re Vortic, Inc., one of the only wristwatch manufacturers in the United States—and proudly based in Colorado. We specialize in turning antique American pocket watches into one-of-a-kind wristwatches through our flagship brand, Vortic Watch Company, and we’ve recently expanded with Colorado Watch Company, offering modern, American-made watches built from scratch.

At our core, we care deeply about craftsmanship, legacy, and innovation. We’re a fast-paced, high-growth company with a tight-knit team that believes in doing things the right way—even if it takes a little longer.

We’re looking for someone to help us keep everything running smoothly behind the scenes—and bring the same level of care and precision to our internal operations that we bring to our watches.

As the Administrative Assistant & Project Coordinator, you’ll sit at the intersection of administrative support and project management. Your role is all about keeping the engine running—managing calendars, inboxes, vendor relationships, files, internal workflows, and financial documentation.

At the same time, you’ll help drive key cross-functional projects, working across departments to ensure timelines are met, priorities are clear, and progress is tracked. You’ll work closely with our CEO, R.T. Custer, helping manage his schedule and acting as a central hub for communication, coordination, and implementation across the company.

This is a great role for someone who thrives on structure, loves bringing order to complexity, and wants to be part of a growing, purpose-driven team. You’ll get to wear a lot of hats, make an impact, and grow alongside the company.

• Project & Contact Management
  • Take full ownership of  boards for admin and cross-functional projects
  • Coordinate timelines, follow-ups, deliverables, and workflows
  • Proactively identify roadblocks and help resolve them
  • Maintain CRM data for vendors, contacts, and partners
  • Act as a liaison for external stakeholders (investors, designers, developers, etc.)
• Calendar & Email Management
  • Manage the CEO’s calendar and protect time for high-priority activities
  • Triage multiple inboxes, prioritize communication, and draft professional responses
  • Schedule meetings, handle travel coordination, and maintain agendas
• Tactical Marketing Support
  • Draft product descriptions, Shopify listings, social media captions, and newsletters
  • Coordinate with the content team to gather needed assets
  • Submit content for editing and distribution by the Marketing Coordinator
• Accounts Payable, Receivable & Financial Support
  • Process invoices, track payments, and maintain the finance tracker
  • Execute Wishlist purchases and collaborate with the accounting team to meet tax and compliance deadlines
  • Assist with budget tracking and financial documentation organization
• HR & Team Support
  • Support employee onboarding and benefit enrollment
  • Maintain up-to-date HR documents, policies, and compliance records
  • Assist with recruiting logistics, interview coordination, and SOP documentation
• Retail, Trade Show & Event Coordination
  • Serve as the primary coordinator for all retail store communications and logistics
  • Manage planning and execution for trade shows and trunk shows, including scheduling, travel, booth materials, and vendor coordination
  • Communicate with event planners and external contacts to ensure seamless execution of in-person events
• Building & Office Management
  • Oversee physical and digital file management and organization
  • Coordinate building maintenance, repairs, and vendor relationships
  • Ensure smooth day-to-day operations, including inventory and office supplies

• Strong Project Management Skills – Highly skilled in managing cross-functional projects, timelines, and deliverables using tools like
• Tech-Savvy & AI-Literate – Proficient with Google Suite, Quick…