Administrative, Staffing & Operations Coordinator

🕒 August 6

🇺🇸 United States – Remote

⏰ Full Time

🔴 Lead

⚙️ Operations

👻 Ghost score 29%

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.

Apply Now

Find Similar Remote Jobs

Set Up Email Alert For New Jobs

📊 Check your resume score for this job

Improve your chances of getting an interview by checking your resume score before you apply.

Upload Resume

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