Administrative & Operations Coordinator (Williamsville, NY Area)

Are you the kind of person who loves making things run smoothly?

Do you take pride in helping people get things done quickly, accurately, and professionally?

Do you want to do meaningful work with a smart, supportive team where your reliability, organization, and follow-through truly matter?

Yes? Then we should talk.

Haley Marketing is looking for an Administrative & Operations Coordinator to join our team.

This is a high-impact role for someone who thrives behind the scenes - the person who keeps important details from falling through the cracks, helps leaders stay focused, and makes the day-to-day operation of a growing company feel seamless.

In this role, you’ll support leaders and teams across the organization by coordinating essential administrative and operational tasks that help work move faster, improve internal efficiency, strengthen company culture, and support client relationships.

You’ll help manage a wide variety of responsibilities, including travel coordination, conference logistics, marketing mailings, proofing support, collections follow-up, mail handling, meeting/event logistics, and culture/client care projects. Success in this role comes from organization, proactive communication, strong judgment, attention to detail, and dependable follow-through.

So, why Haley Marketing?

• 30-year track record of success serving the staffing and recruiting industry.
• Mission-driven work. We help clients grow by making world-class marketing fast, easy, and affordable.
• Meaningful impact. We support companies in the staffing industry. Your work helps our teams deliver exceptional service that impacts thousands of people finding great jobs.
• Smart, kind team mates. We move fast, work hard, and care deeply about doing great work together.
• Opportunities to learn and grow. If you’re curious, dependable, and motivated, there’s room to expand your impact.
• Flexibility with purpose. This role offers flexibility while still playing an important hands-on part in key office-based operational tasks.
  
  

So, why not Haley Marketing?

We’re extremely proud of our organization, but we’re not the right for everyone. You might not like working for us if:

• You prefer a slow-moving, highly predictable environment.
• You dislike change or learning new tools/processes.
• You don’t want to use AI, automation, and technology to continually improve.
• You need constant direction or follow-up to complete tasks.
• You avoid problem-solving when things are unclear.
• You don’t enjoy supporting others and helping a team succeed.
• You struggle to communicate proactively when priorities shift.
• You are not able to be in the Williamsville, NY area and come into the office as needed for in-person responsibilities.

Interested?

Check out the details below…

Key responsibilities:

• Handle inbound mail: receive, sort, scan/route, track, and maintain routing/retention rules.
• Execute weekly collections follow-up calls, document touches, and escalate according to policy.
• Support banking/deposits by coordinating physical deposits/check handling and ensuring documentation/handoff for recording.
• Support proofing of internal and client print collateral as a second set of eyes before production.
• Coordinate marketing mailings including lists, print/vendor coordination, postage/shipping, and tracking.
• Coordinate culture care and client care tasks such as gifts, cards, and condolences as requested.
• Coordinate travel research, bookings, itineraries, and logistics using standard templates and stated requirements.
• Coordinate conference logistics including registration, travel options, lodging, shipping/booth needs, schedules, and timelines.
• Support shipping/receiving for trade shows and other operational needs, including packaging, tracking, and coordination of materials.
• Manage meeting and event logistics including rooms, catering, materials, and checklists.
• Maintain strong communication standards: acknowledge requests promptly, escalate constraints early with options/ETAs, and close loops when work is complete.

What we require:

• EDUCATION: Bachelor’s degree or equivalent work experience preferred.

• EXPERIENCE: 3+ years in administrative coordination, operations support, executive support, office administration, project coordination, or similar role (agency/professional services environment a plus).

• LOCATION: Must be located in the Williamsville, NY area and able to come into the office as needed for in-person responsibilities (including mail handling, shipping/receiving, and event/trade show logistics support).

• ORGANIZATION: Exceptional ability to manage multiple priorities, deadlines, and details simultaneously.

• RESPONSIBILITY: Proven track record of dependable follow-through and closing loops without reminders.

• COMMUNICATION: Clear, professional written and verbal communication; able to escalate early with options and realistic timelines.

• JUDGMENT: Strong decision-making skills; knows when to handle tasks independently and when to escalate.

• CUSTOMER FOCUS: Service-oriented mindset with internal stakeholders and clients; proactive and helpful under pressure.

• TECH SKILLS: Comfortable using business systems, spreadsheets, shared docs, project/task tools, scheduling tools, and communication platforms; able to learn new tools quickly and are open to using AI.

You’ll stand out if you have experience...

• Coordinating travel and conference logistics
• Supporting print/mail campaigns or production workflows
• With shipping/receiving and physical materials coordination
• With collections documentation/follow-up processes
• Building templates, checklists, and SOPs that improve team efficiency
• Working in a flexible or hybrid work environment

At Haley Marketing, we live by four core values. You can check them out here: https://www.haleymarketing.com/why-haley/our-philosophy/.  If they resonate with you, then it’s time to Apply Now!

What Else Do We Offer? 

Great projects, great clients, great co-workers, and no, we're not biased at all. We offer a strong compensation package that includes health insurance, 401K with match, profit sharing, flexible PTO policies, a professional development plan, and NO micro-management. We also have a terrific, casual culture where your opinions and ideas matter!

PLEASE NOTE: This role is not fully remote.
Candidates must be based in the Williamsville, NY area and available to come into the office as needed for specific operational responsibilities (such as mail management, shipping/receiving, and trade show logistics support).

Interested?

Ready to join the largest marketing firm serving the global staffing and recruiting industry? If you have what it takes to be a successful Administrative & Operations Coordinator with Haley Marketing, we can’t wait to hear from you.

Take the next step…APPLY TODAY!
And please include a cover letter (yes, we really read these!)