Administrative & Operations Coordinator

Administrative & Operations Coordinator Position Overview

All Is Well Holistic Spa is seeking a highly organized, detail-oriented, and technology-savvy Administrative & Operations Coordinator to take ownership of day-to-day administrative operations and help keep our growing business organized, efficient, and running smoothly.

This role is ideal for someone who enjoys creating systems, organizing information, managing documentation, solving problems, and improving operational efficiency. We are looking for a dependable, proactive professional who can take initiative, manage multiple priorities, and become a trusted operational resource for the organization.

In addition to spa-related administrative responsibilities, this position may assist with rental property administration, vendor coordination, tenant communication, HOA matters, insurance documentation, property tax records, and project coordination.

• Organize, scan, digitize, and maintain business records and paperwork
• Create and maintain organized digital filing systems
• Manage One Drive, Google Drive, and cloud-based document storage systems
• Process incoming mail, emails, invoices, and business correspondence
• Download, organize, and maintain utility bills, vendor invoices, contracts, and financial records
• Assist with bill payment tracking and administrative processing
• Maintain accurate business records and documentation
• Prepare reports, spreadsheets, and administrative documents
• Manage filing systems to ensure records are organized, accessible, and up to date
• Monitor administrative deadlines and follow up on outstanding items

• Utilize Microsoft Office, Google Workspace, One Drive, Adobe Acrobat, and cloud-based software
• Create and manage digital forms, workflows, and data collection systems using Google Forms, Jotform, Microsoft Forms, or similar platforms
• Utilize ChatGPT and other AI tools to improve efficiency, organization, and productivity
• Maintain organized digital records and document management systems
• Learn and implement new software, systems, and automation tools as needed
• Follow established Standard Operating Procedures (SOPs)
• Assist in creating, updating, and maintaining SOPs, operations manuals, and training documentation
• Document workflows and administrative processes to improve consistency and efficiency
• Identify opportunities to streamline administrative tasks and improve operational systems

• Assist with bookkeeping support and document organization
• Organize receipts, invoices, expense records, and financial documentation
• Assist with customer credit card dispute and chargeback responses
• Coordinate records needed for accounting, tax preparation, and compliance purposes
• Assist with vendor management and administrative follow-up
• Quick Books experience is a plus

• Assist with rental property administration and documentation
• Coordinate communication with tenants, vendors, contractors, and property managers
• Assist with HOA correspondence and property-related paperwork
• Help track insurance policies, property taxes, permits, and maintenance records
• Support repair, maintenance, and remodeling project coordination
• Monitor deadlines and follow up on outstanding items

• Minimum 2 years of administrative, office management, operations, real estate, property management, bookkeeping, or related experience
• Exceptional organizational and file management skills
• Strong attention to detail and accuracy
• Advanced computer skills and technology proficiency
• Proficiency with Microsoft Office, Google Workspace, cloud storage platforms, and digital filing systems
• Experience creating and managing forms, documents, spreadsheets, and administrative workflows
• Experience using Adobe Acrobat for PDF creation, editing, organization, and document management
• Experience managing large volumes of documents, paperwork, and records
• Strong ability to follow established procedures, systems, and Standard Operating Procedures (SOPs)
• Strong written and verbal communication skills
• Self-starter with the ability to work independently
• Excellent time management, follow-through, and problem-solving skills
• Comfortable utilizing ChatGPT and AI tools to improve productivity and efficiency

• Office Manager, Administrative Coordinator, Executive Assistant, Real Estate Assistant, Property Management, or Operations experience
• Quick Books experience
• Experience with Google Forms, Jotform, Microsoft Forms, or similar platforms
• Experience creating SOPs, operations manuals, training guides, and process documentation
• Experience using Scribe, Trainual, Tango, Loom, Notion, Click Up, or similar documentation and workflow management platforms
• Real estate, property management, mortgage, escrow, title company, or REALTOR experience
• Experience working with vendors, contractors, and project coordination
• Experience implementing systems, process…