Operations & Client Services Coordinator (Part-time)

Operations & Client Services Coordinator

Position Purpose

The Operations & Client Services Coordinator provides day-to-day administrative, facilities, events, and operational support for the organization. This position ensures the office/suite environment is organized, professional, fully functional, and ready for employees, clients, candidates, and events.

The coordinator serves as a key support resource to the Operations team, Sales team, Recruiting team, and leadership , handling recurring operational responsibilities, coordinating events and facility’s needs, and providing backup coverage to maintain business continuity.

Primary Areas of Responsibility

1. Administration & Office Operations

2. Operations Team Backup

3. Suite & Facilities Management

4. Sales Team Support

5. Recruiting Team Support

Target Weekly Allocation (16-hour week)

Function

Hours/Week

%

Administrative/Projects

12

75%

Operations Manager Support/Backup

2

12.5%

Facilities Management

2

12.5%

Total

16

*25% core operations/facilities and 75% internal customer support .

Detailed Duties

1. Admin Tasks and Projects — 75%

• Liason for Clients and Consultants, focus on troubleshooting access/ escalation

• Work-Order Contract creation and follow up as needed

• Email and communication triage

• Assist with consultant onboarding

• Disseminate daily onboarding tracking updates

• Data entry and Salesforce Maintenance(tasks)

2. Backup for Operations Team — 15%

This is an important component of the position.

The Coordinator should be trained to step into routine operational responsibilities when the Operations Team is unavailable.

• Backup responsibilities

• Handle routine operational requests

• Assist with consultant onboarding

• Process consultant time and expenses

• Coordinate office communications

• Follow established operating procedures

• Escalate issues appropriately

3. Suite & Facilities Management — 10%

The Coordinator becomes the day-to-day owner of the physical workplace experience.

Daily

• Check conference rooms and common areas

• Ensure rooms are clean, organized and meeting-ready

• Monitor office supplies, kitchen supplies and refreshments

• Review supply inventory

• Place recurring orders

Determining compensation for this role (and others) at Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law, Highspring believes that the following pay range reasonably estimates the hourly compensation for an individual hired into this position in geographies that require salary range disclosure to be between the range below.

Compensation Range

$23—$25 USD

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [email protected] .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal (https://www.eeoc.gov/poster) .

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here (https://www.vaco.com/privacy/#ccpa) .

• Virginia residents may access our state specific policies here (https://www.vaco.com/privacy/) .

• Residents of all other states may access our policies here (https://www.vaco.com/privacy/) .

• Canadian residents may access our policies in English here (https://www.vaco.com/privacy/) and in French here (https://www.vaco.com/privacy-policy-fr/) .

• Residents of countries governed by GDPR may access our policies here (https://www.vaco.com/privacy/) .

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here ( https://www.highspring.com/ai-use-notices/ ). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.