Administrative, Staffing & Operations Coordinator

🕒 August 6

🇺🇸 United States – Remote

⏰ Full Time

🔴 Lead

⚙️ Operations

👻 Ghost score 25%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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The Hello Team

WebsiteLinkedInAll Job Openings

1001 - 5000 employees

Founded 2021

🏥 Healthcare

🛡️ Insurance

📦 Logistics

Healthcare • Insurance • Logistics

The Hello Team is a B2B provider of structured offshore hiring and managed workforce solutions. They recruit, hire, and operate dedicated nearshore and offshore teams across 30+ countries, offering remote staffing, BPO services, answering services, and call center build-outs with on-the-ground recruiting, U. S. -based operational oversight, training, and real-time workforce management. The company emphasizes accountability, performance monitoring, and cultural alignment for clients in healthcare, insurance, real estate, professional services and other sectors.

📋 Description

• Post and manage job openings across recruitment platforms • Screen and interview candidates in English and Spanish • Coordinate new hire onboarding, including employment forms, FingerCheck setup, and system access • Maintain recruitment trackers and employee records • Conduct reference checks and maintain accurate recruitment records • Monitor employee attendance, time punches, and follow up on discrepancies • Assist with employee documentation, including warnings and write-ups • Coordinate coverage for last-minute and ongoing staffing needs • Contact available employees through WhatsApp to secure shift coverage • Update schedules and FingerCheck records • Confirm staffing updates with clients • Track and submit bids through BuildingConnected and other platforms • Follow up with clients and points of contact regarding submitted bids • Prepare client proposals and costing sheets • Monitor proposal status until signed or closed • Respond to client requests regarding schedules, staffing, and service updates • Share schedules, cleaning logs, and operational updates • Log and follow up on client service concerns • Maintain building Standard Operating Procedures (SOPs), logsheets, and operational documentation • Coordinate vendor communications and invoice-related matters • Maintain accurate client records in HubSpot • Build and document repeatable processes and SOPs • Organize vendor and subcontractor compliance documentation, including COIs, agreements, and scopes of work • Place supply orders as needed • Support CRM updates and marketing activities, including HubSpot and email templates • Perform other duties related to the position as assigned

🎯 Requirements

• Proficient level of English (written and spoken) • Proficient level of Spanish (written and spoken) • Excellent verbal and written communication skills, including professional phone and email etiquette • Previous experience as an Executive Assistant, Administrative Assistant, Customer Service or similar roles • Experience in recruiting, staffing, or facilities coordination roles preferred, but not required • Tech-savvy with experience using business platforms such as HubSpot, QuickBooks, Microsoft 365, BuildingConnected, or similar software • Experience coordinating staffing, scheduling, and client communications • Comfortable using WhatsApp and office productivity tools • Strong attention to detail and excellent time management skills • Dependable, proactive, and calm under pressure • Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment • Self-motivated with the ability to work independently and follow established processes • Quick learner with the ability to adapt to new systems and workflows • Creative, resourceful, and proactive with an out-of-the-box mindset • Proficiency with Microsoft Office (Word, Excel, Outlook), and standard business tools (email, spreadsheets, document management) • Ability to work U.S. Eastern Time (New York) business hours and adapt to business needs • Interested in long-term career opportunities • Reliable computer (Windows 10 or newer), two monitors, and stable high-speed internet • Professional home workstation capable of supporting uninterrupted remote work

🏖️ Benefits

• 100% remote work • Great work environment with potential for growth • Long-term opportunity • Full-time position with 40 hours weekly