Operations Administrative Coordinator

Join Trofholz Technologies, Inc. Securing What Matters Most

At Trofholz Technologies, we deliver mission-critical security solutions that protect what matters most. We are searching for a Part-Time (Monday, Wednesday, Friday) Operations Administrative Coordinator Lexington, SC

The Operations Administrative Coordinator supports Operations, Project Managers, and Quality by ensuring documentation is accurate, deadlines are visible, and workflows remain organized — even in fast-moving, high-demand environments.

This is not a passive administrative role. It requires someone who thrives in dynamic settings, can manage shifting priorities, supports teams during urgent project demands, and helps bring clarity and consistency where needed.

The role combines administrative support discipline with practical AI tool usage to improve speed, accuracy, and efficiency across daily operations. The primary goal is to streamline processes, strengthen documentation integrity, and uphold Trofholz’s Diamond Delivery standards.

Hours for the position will be Monday, Wednesday, Friday from 9:00am-2:00pm, EST.

This position is part-time and required to report to our Lexington Office – this is NOT a Remote position.

For more than 22 years
, Trofholz Technologies has been a trusted provider of advanced electronic security solutions for federal and commercial clients. What sets us apart isn’t just our technical expertise, it’s our people.

At Trofholz, you’ll find a collaborative, respectful, and people-first culture where your work is valued and your growth is supported.

You will serve as an operational partner, ensuring documentation integrity, workflow consistency, and execution support.

• Support vendor and subcontractor coordination
• Prepare meeting summaries, action lists, and status report drafts
• Assist with procurement tracking and contract documentation
• Use AI tools to summarize meetings and complex documents
• Generate structured task lists from transcripts and project notes
• Track deliverables, deadlines, and compliance requirements
• Assist with project close-out documentation packages
• Receive incoming deliveries, packages, and materials; verify receipt, maintain basic receiving records, and route items to the appropriate person or project.
• Prepare outgoing shipments and materials; provide tracking information and maintain follow-up through delivery.
• Process RMAs/returns provided by Project Coordinators and track shipments through receipt.
• Check stock items in and out for Project Managers and technicians and assist with inventory tracking for equipment, materials, tools, and supplies.
• Monitor office and warehouse supply levels and place routine supply orders as needed.
• Submit and track office/facility maintenance requests and coordinate routine vendor services with property management and vendors.
• Help maintain organized common areas, supply areas, shipping/receiving areas, and warehouse administrative spaces.
• Assist with vehicle administration, including registrations, monthly safety-check documentation, and other routine vehicle records.
• Assist Project Coordinators with formatting and assembling documents for kickoff meetings and other standard project packages.
• Support the administrative and logistical aspects of employee onboarding, including workspace, supplies, and materials.

This role requires active, effective use of AI tools as part of daily workflow execution.

• 1+ years of experience in operations administration or similar role
• Demonstrated professional use of AI tools in a work setting
• Proficient in Microsoft 365
• Exceptional organizational skills and attention to detail

If you are highly organized, tech-forward, and motivated to contribute to a mission-driven organization that values excellence and innovation, we encourage you to apply.

We live by it and our Operations Administrative Coordinator must reflect the Trofholz QCCI Team Creed:

• Quality in documentation and execution
• Commitment to deadlines and follow-through
• Creativity through smart use of AI tools
• Integrity in compliance and documentation control
• Team mindset in supporting cross-functional…