Office & Operations Coordinator

Description

The Administrative & Operations Coordinator is an organized, detail-driven professional responsible for keeping inquirED’s administrative work and day-to-day operations running smoothly. The role owns shared inboxes, scheduling, travel, events, and company records, runs our Des Moines office, and takes on operational projects from start to finish with minimal direction.

You’ll use modern tools, including Google Workspace, Airtable, Asana, and AI assistants like Claude, to stay on top of a high volume of work and to build systems that need less manual effort over time.

This role reports to the Operations Manager and partners with teams across the company, including Operations, Finance, People, Sales, and Marketing.

What You'll Do

Administration

• Manage shared inboxes by answering or routing every request and following it through to close • Coordinate calendars and schedule meetings such as interviews, vendor calls, and team meetings, and prepare agendas, notes, and follow-ups • Support finance operations by matching receipts, preparing invoices, chasing missing documentation, and keeping vendor records current • Support people operations, including new hire setup and equipment, offboarding steps, job postings, and employee records • Keep company files, trackers, and databases accurate and organized so anyone on the team can find what they need • Draft clear, professional emails, documents, and reports, using AI tools where they help and checking every output for accuracy

Events and Travel

• Book travel, hotel room blocks, and registrations for conferences, retreats, and team events • Coordinate with venues, vendors, and internal teams such as Marketing, build event checklists, and pack and ship event materials, confirming every item before it leaves

Office and Shipping

• Keep the office organized, clean, and stocked, logging every delivery the same day it arrives • Own inventory for marketing materials, sales samples, event materials, and supplies, keeping the online store accurate about what’s available and what’s coming soon • Label and track anything held for a specific event or project • Fulfill internal and online orders accurately and on time, coordinating inbound and outbound shipments through delivery

Projects and Process Improvement

• Plan and track your work and projects in Asana, creating tasks, setting due dates, and keeping status current so the team always knows where things stand • Take on operational projects, such as kitting, process improvements, or office reorganizations, and project manage them from plan to finish • Work with stakeholders to understand the root problem before changing a process, so new processes solve the right thing • Find repetitive work and propose solutions to simplify or automate it with tools like Airtable automations, Zapier, and AI assistants