About the job Operations & Administrative Coordinator
Job title: Operations & Administrative Coordinator
Type of employment: Full-time (Remote)
Budget: $4/hr - $6/hr
Shift Schedule: 8:00 AM 5:00 PM PST
The Operations & Administrative Coordinator will play a key role in maintaining operational efficiency by managing Zoho data, client portal access, payment processing, and coordinating specialized services. This role supports both clients and internal teams through accurate data management, reliable communication, and seamless project support. The position is designed to streamline routine administrative work, enabling leadership to focus on sales growth and strategic initiatives.
About the Employer:
A trusted provider of premium holiday and architectural lighting solutions, serving both residential and commercial clients. With a reputation built on quality, creativity, and customer satisfaction, they transform spaces through customized lighting designs that enhance ambiance and create memorable experiences. Their team takes pride in delivering innovative solutions while maintaining long-term relationships with clients.
Company core values:
Integrity and honesty in all client interactions.
Commitment to customer satisfaction and long-term relationships.
Dedication to growth, efficiency, and continuous improvement.
Team-oriented collaboration, with openness to learning and sharing new ideas.
Long-term commitment and cultural fit to grow with the company.
Objectives of this role:
Ensure accurate and consistent data management across Zoho and related systems.
Support seamless client and project operations, including payments and portal access.
Coordinate specialized services and strengthen communication with clients and internal teams.
Responsibilities:
Maintain and update Zoho CRM with product, service, and client data.
Oversee client portal access, monitor usage, and provide training resources.
Track payments, process deposits/retainers, apply discounts or late fees, and manage invoicing.
Record and process referral/incentive activities, ensuring timely fulfillment.
Support project management by inputting scopes, estimates, and updating client records.
Coordinate specialized services such as tree trimming schedules, insurance certificates, and weather-related notifications.
Communicate regularly with clients and internal staff to ensure smooth operations.
Assist with quarterly system audits and program reviews.
Help establish and improve standard operating procedures (SOPs) to support company growth.
Required skills and qualifications:
High proficiency in Zoho (CRM, Books, Forms, and other modules).
Strong organizational skills with high attention to detail.
Experience with client portal systems (e.g., CompanyCam).
Basic accounting knowledge (invoicing, deposits, payment tracking).
Excellent written and verbal communication skills.
Self-starter with the ability to learn quickly and solve problems independently.
Ability to manage multiple tasks and priorities effectively.
Preferred skills and qualifications:
Previous experience in client-facing service roles.
Familiarity with project management and administrative coordination.
Experience in creating and implementing SOPs.
Creative thinker, open to new ideas and process improvements.