Job Opportunities API

We are seeking a highly organized, detail-oriented Systems & Operations Coordinator to serve as a vital link between our client's technology ecosystem and day-to-day business operations. Acting as the primary support to the Systems Administrator, you will provide critical, hands-on maintenance for our core software applications, including Salesforce, Smartsheet, NetSuite, and Box. In addition to system administration support, you will partner closely with the Office Manager to oversee insurance compliance and Certificates of Insurance (COI) management. The ideal candidate is a tech-savvy multitasker who thrives on organizing workflows, maintaining impeccable data integrity, and ensuring our company remains compliant and operationally efficient. Job Responsibilities System Maintenance & Data Integrity Data Auditing : Conduct comprehensive weekly audits of Salesforce and Smartsheet to ensure all project statuses, pipeline updates, and financial metrics are accurate and current. User Lifecycle Management : Support the Systems Administrator with user onboarding and offboarding, permission provisioning, and credential management across all primary platforms. Document Architecture (Box) : Oversee the folder hierarchy and structural integrity of the Box file system, enforcing strict naming conventions and ensuring document storage aligns with company SOPs. Insurance & Compliance Operations COI Administration : Coordinate with the Office Manager to request, collect, verify, and track Certificates of Insurance (COI) from vendors and subcontractors. Compliance Monitoring : Maintain a centralized tracking architecture (within Smartsheet or NetSuite) to proactively monitor policy expiration dates and ensure all active partners remain compliant. Cross-Functional Documentation : Guarantee all insurance-related documentation is properly archived in Box and seamlessly mapped to corresponding records in NetSuite or Salesforce. Broker Liaison : Serve as the internal point of contact for routine COI requests, coordinating directly with insurance brokers to secure documentation for new projects and contracts. Smartsheet & Project Coordination Workspace Deployment : Build, configure, and launch new project workspaces, sheets, and dashboards utilizing established company templates. Portfolio Tracking : Conduct weekly syncs with Project Managers to validate that the global Project Portfolio accurately reflects real-time operational milestones. Workflow Automation : Assist in troubleshooting basic Smartsheet automations, formulas, and reporting structures for cross-departmental stakeholders. Process Documentation & Internal Support Knowledge Base Management : Maintain and organize the company’s digital SOP (Standard Operating Procedure) library, ensuring all training materials and workflow diagrams are standardized and accessible. Tier 1 Help Desk : Act as the first line of defense for internal software inquiries, helping team members navigate platform features and resolve minor technical friction. Training Coordination : Assist in facilitating training sessions for new hires and drafting intuitive, step-by-step user guides for newly deployed software features. AI & Emerging Tech Support AI Tool Optimization : Monitor the performance and outputs of AI utilities (e.g., Claude AI, Fathom), ensuring meeting intelligence, transcripts, and automated summaries are accurately captured and categorized. User Acceptance Testing (UAT ): Participate in the UAT process for new AI agents, system integrations, and software patches prior to company-wide deployment. Performance & Success Metrics Insurance Compliance : Achieve and maintain a 100% compliance rate for valid, active COIs across all active vendors and subcontractors. Data Accuracy : Noticeable reduction in stale or lagging project data within Smartsheet and Salesforce. Service Delivery : Rapid, helpful resolution of