Operations Coordinator

Job Posting: Operations & Administrative Coordinator

• Job Title: Operations & Administrative Coordinator

• Company: The Region HR Consulting Firm

• Location: Montgomery, Alabama (Primary Operations)-Hyrbid/Remote

• Position Type: Part-Time (20 Hours/Week) / Non-Exempt (Hourly)

• Pay Rate: $18.00 – $20.00 / hour

Position Summary

The Region HR Consulting Firm is seeking a hyper-organized, detail-oriented Operations & Administrative Coordinator to serve as the operational backbone of our growing team. This role bridges high-level administrative support with day-to-day operational management, ensuring that internal processes run smoothly and our clients receive exceptional, high-touch service.

You will manage multiple moving parts—from dashboard tracking and contract renewals to performance review coordination, calendar management, and workflow monitoring. You will act as a key point of contact for internal staff, consultants, technology subscribers, and executive leadership, maintaining efficiency across all administrative and operational touchpoints.

Key Responsibilities

Client & Project Operations

• Dashboard Management: Maintain The Region HR Dashboard and Monthly Client Dashboards, proactively notifying clients and consultants when a client has 8 hours remaining before exceeding their monthly contracted hours. Ensuring target goals are on track to be met. 

• Contract Tracking: Monitor and track client contract expiration dates to ensure timely renewals and proactive follow-ups. Working with consultants to seek out new clients. 

• Email & Inquiry Triage: Manage the info@theregionhr.com email account during business hours, routing client communications to the appropriate consultants and tracking task follow-ups
• Website Inquiries: Monitor the company website and process incoming new client inquiries.

​​​​​​​Technology Operations & App Management

• Subscriber Onboarding (Client-Facing): Process new app subscriber sign-ups for The Region HR Technologies App, initiate welcome sequences, and guide users through profile setup and required documentation uploads within the platform.

• Service Request Routing (Non-Client-Facing): Review incoming requests for services submitted through the non-client-facing side of the platform and route them directly to dedicated consultants for timely fulfillment and scoping.

Performance & HR Operations

• Performance Evaluations: Manage and distribute monthly performance reviews, including handling 30-, 60-, and 90-day as well as 3-, 6-, and 12-month client and internal reviews.

• Internal Reviews & SOPs: Coordinate internal staff annual reviews and create clear internal Standard Operating Procedures (SOPs) for firm processes and protocols.

• Time Tracking (Clockify): Manage weekly Clockify data to ensure all internal staff are logging their hours daily.

Executive & Team Support

• Calendar Management: Manage and maintain the CEO’s calendar for scheduling.

• Meeting Coordination: Schedule quarterly team meetings, attend to take accurate minutes, and coordinate monthly/quarterly community service initiatives for the team.

• Employee Engagement: Manage all client and internal staff monthly birthdays and employee anniversaries, ensuring timely acknowledgment and card mailings.

• General Assistance: Provide day-to-day administrative and operational assistance to consultants and the CEO as dictated by client needs.

Qualifications & Competencies

• Experience: 2–3 years of proven experience in an administrative, operations, office management, or tech-enabled service role (HR consulting or professional services environment preferred).

• Technical Proficiency: Advanced command of the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort navigating web-based technology platforms/apps.

• Communication: Exceptional verbal and written communication skills with a professional, client-ready demeanor.

• Organization: Superior organizational skills with a proven ability to prioritize tasks, manage competing deadlines, and maintain meticulous attention to detail.

• Time Management: Self-starter who can work independently in a non-exempt role, managing time efficiently and accurately.

Core Competencies

• Operational Organization & Systems Management: Meticulous oversight of multi-layered tracking tools, including dashboards, contract expiration trackers, and project workflows.

• Proactive Communication & Triage: Strong judgment to manage shared inboxes, accurately route messages, and proactively flag critical client thresholds (such as the 8-hour remaining limit).

• Process Rigor & SOP Development: Aptitude for designing, writing, and standardizing clear internal standard operating procedures that optimize firm protocols.

• Time & Accountability Tracking: Diligence in managing staff productivity data via tools like Clockify to ensure daily compliance.

• Discretion & Relationship Coordination: Professional tact when handling sensitive HR touchpoints, milestone recognitions, and confidential executive scheduling.

Key Performance Indicators (KPIs)

• Dashboard & Hour-Tracking Accuracy: 100% compliance in tracking client hours, with warnings triggered prior to limit breaches.

• Contract Renewal Timeliness: 0 missed contract expirations, flagged 60 to 90 days prior to end dates.

• Email Triage SLA: 95% or higher of incoming inquiries acknowledged, sorted, or routed within business-hour service level agreements (2–4 hours).

• Performance Review Delivery: 100% on-time delivery of scheduled review packets on their designated due dates.

• Time-Tracking Compliance: Maintaining an internal team compliance rate of 95%+ daily time-logging on Clockify.

• SOP Documentation Output: Successfully drafting, updating, and publishing at least 1–2 new or optimized internal SOPs per quarter.

• Calendar & Meeting Governance: 0 preventable scheduling conflicts, with meeting details and accurate minutes distributed within 24 hours.

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