Business Operations & Office Coordinator

About the Role

TONYMOLY USA is seeking a highly organized, proactive, and resourceful Business Operations & Office Coordinator to support day-to-day business operations, office administration, executive coordination, internal projects, and employee experience initiatives.

Key Responsibilities

1. Operations & Project Coordination
• Support company-wide operations and cross-functional initiatives by helping teams stay organized, accountable, and aligned.
• Manage and maintain Monday.com boards, workflows, project updates, and task tracking.
• Sustain and update SOPs, follow-ups, and documentation to ensure processes remain current and accessible.
• Cross-functional project coordination, tracking deadlines, owners, action items, and next steps.
• KPI tracking and recurring reporting across departments.
• Follow up on leadership meeting action items to ensure progress and accountability.
• Document business processes, workflows, and recurring procedures.
• Track company initiatives and help ensure priorities continue moving forward.
• Identify opportunities to improve coordination, communication, and operational efficiency.
2. Executive Support
• Coordinate internal and external meetings, including scheduling, agendas, materials, and follow-up items.
• Arrange business travel, accommodations, reservations, and related logistics.
• Aid in research projects, vendor comparisons, business summaries, and administrative preparation.
• Coordinate vendors and outside partners as needed.
• Track and follow up on key initiatives, deadlines, and leadership requests.
• Support special projects that require organization, discretion, and timely execution.
• Help leadership stay focused by managing administrative details and keeping priorities organized.
3. Office Management & Employee Experience
• Own the day-to-day office environment and help create a positive, organized, and engaging employee experience.
• Oversee general office administration and daily office needs.
• Manage office supplies, snacks, beverages, mail, packages, subscriptions, and office-related vendors.
• Coordinate office upkeep, repairs, maintenance requests, and workspace readiness.
• Plan and coordinate team lunches, company events, holiday gifts, employee recognition moments, and other culture-building activities.
• Support new hire office logistics, including desk and workstation coordination, welcome kits, supplies, and first-day readiness.
• Help ensure employees have the tools, information, and environment they need to be productive.
• Serve as a point person for office-related questions and employee experience needs.
4. Intern Program & Recruiting Coordination
• Support the company’s recruiting efforts and manage the internship program from coordination through completion.
• Coordinate the internship program, including onboarding, scheduling, check-ins, project tracking, and end-of-program presentations.
• Schedule interviews and support communication with candidates.
• Assist with job postings, recruiting coordination, interview logistics, and candidate follow-up.
• Prepare onboarding materials and coordinate first-day logistics for interns.
• Conduct weekly intern check-ins to monitor progress, questions, and support needs.
• Track intern projects, deliverables, timelines, and feedback.
• Care for intern offboarding and final presentations.
5. People Operations Administration
• Support in-office new hire onboarding and employee setup.
• Aid in PTO administration through Vacation Tracker and Justworks, including tracking for hourly employees as needed.
• Care for offboarding logistics, including equipment return, access updates, and administrative follow-up.
• Help maintain employee-related documentation, checklists, and process trackers.
• Support employee communications related to administrative processes, office updates, and company logistics.
6. AI & Business Efficiency Projects
• Help the company adopt practical tools and workflows that improve efficiency and reduce manual work.
• Create, organize, and maintain internal GPTs or AI-enabled resources for recurring business needs.
• Build and maintain prompt libraries for internal use.
• Research AI tools and business efficiency platforms that may support company operations.
• Create simple AI training resources, guides, and examples for employees.
• Identify opportunities to automate repetitive workflows or improve manual processes.
• Support company-wide AI adoption by helping employees understand how to use tools responsibly and effectively.
7. Finance & Administrative Support
• Provide administrative support to the Controller and Fractional Head of Finance as needed.
• Aid in vendor paperwork, forms, and administrative documentation.
• Collect and organize documents, insurance certificates, contracts, and related business records.
• Support scheduling and coordination for finance-related meetings and follow-ups.
• Aid in administrative follow-up related to vendors, compliance requests, and internal documentation.
• Provide general coordination support for finance and business administration projects as needed.

Qualifications

- Bachelor’s degree preferred, or equivalent professional experience. - 2+ years of experience in office administration, business operations, executive support, project coordination, HR coordination, recruiting coordination, or a similar role. - Strong organizational skills with the ability to manage multiple priorities at once. - Excellent follow-through and attention to detail. - Strong written and verbal communication skills. - Comfortable working with leadership, employees, candidates, vendors, and external partners. - Experience with Monday.com, project management tools, HR platforms, ATS systems, Google Workspace, Microsoft Office, or similar tools preferred. - Comfortable learning new technology and exploring AI tools to improve business efficiency. - Ability to handle confidential information with discretion. - Proactive, solutions-oriented, and willing to take ownership of tasks from start to finish.

Work Environment

This role requires a hands-on presence in the office and regular coordination with employees, leadership, vendors, candidates, and external partners. The Business Operations & Office Coordinator will play an important role in supporting both the operational rhythm and employee experience of TONYMOLY USA.