Operations Administrative Coordinator

Mahler Private Staffing, an established boutique search firm headquartered in Milwaukee that specializes in staffing the homes and family offices of Americas leading families, has an immediate opening for a highly organized administrative professional to join our team.

As Operations Administrative Coordinator, you'll play a vital role in supporting our organization's client service and new business development efforts. This position is ideal for a detail-oriented professional who is highly accurate and thrives on developing process excellence and client satisfaction. We are searching for a candidate who does not want a sales role – but enjoys working in a high-performance, fast-paced, entrepreneurial setting with direct interaction with our clients.

 

Responsibilities:

1. Sales Team Support

• Act as a liaison between the sales team and clients, ensuring clear communication and prompt responses to inquiries.
• Assist sales team members in preparing proposals, agreements, invoices, sales packets, and presentations for prospective clients.
• Maintain and update client and candidate records in the company's CRM system; maintain lead lists and client references.
• Coordinate meetings, calls, and schedules to ensure timely follow-up with clients; join lead calls to take notes.
• Support client stewardship.
• Maintain competitive research.
• Send and track client surveys.

 

2. Administrative and Operational Support

• Draft ads, job descriptions, thank you letters, and other professional correspondence.
• Place internet and print advertising; track for billing purposes.
• Assist with tracking revenue generated and other metrics and key performance indicators (KPIs), including managing the monthly invoicing process.
• Provide back-up support updating the company Instagram and website.
• Maintain inventory of marketing materials.
• Back-up front-desk reception coverage, when needed.  

 

3. Process Improvement

• Identify opportunities to improve sales and operational processes.
• Collaborate with cross-functional teams to implement best practices.

 

Qualifications:

• Bachelor's degree
• Minimum of 3 years' professional experience
• Extreme proficiency with Microsoft 365
• Experience with managing online databases
• Experience with social media platforms associated with professional networking and career development a plus

 

The Ideal Candidate:

• Superior administrative, organizational, written and verbal communication skills
• Loves organizing, scheduling, and maintaining thorough documentation
• Ability to listen and understand client's needs to support the team in developing problem-solving solutions
• Extreme attention to detail
• Ability to pivot rapidly between tasks and work collaboratively in a fast-paced, team-oriented environment
• Problem-solving skills and proactive attitude
• Tech savvy
• Have a "can do" attitude with a heart for service

 

Schedule:

Full-time, in-office, Monday through Friday with standard office hours.

 

Compensation:

Compensation from $80,000-$105,000 annually, based on experience annually plus corporate benefits including health, dental, and vision insurance; paid time off and paid holidays, short- and long-term disability insurance, life insurance, a 401(k)-retirement plan, and paid covered parking.

Employees are welcome to our pantry and refrigerator, stocked with complimentary beverages and snacks!

 

To Apply:

Please apply at www.mahlermatch.com for consideration; if already on our job board, click Apply Now. Qualified applicants will be contacted.

 

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