Office & Operations Coordinator

Job 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

What Success Looks Like
Your manager has clear, current visibility into your work, often before they think to ask
Every request in a shared inbox has a response or an owner within one business day
Travel, meetings, and events are booked correctly, with confirmations filed where the team can find them
Records, trackers, inventory, and the online store reflect exactly what's true
Projects finish on time, and when something is at risk, you've already raised it with a plan
Shipments go out complete and correct the first time
Recurring work takes less time each quarter because you've improved how it gets done

The base compensation range for this role is $70,070–83,930. Total compensation also includes a full benefits package. This is an in-office role based in Des Moines, Iowa.