Operations and Administration Coordinator
hace 2 días
Austin
About AGI Advanced Giga Inc. designs, fabricates, and deploys modular data center infrastructure for hyperscale operators. Our flagship products—the MDH (Modular Data Hall), MTCS (Modular Technology Cooling System), and MES (Modular Energy Server)—are factory-built, tested, and commissioned before they ever leave our facility. We are not a general contractor. We are an engineering-led manufacturer that owns the full lifecycle: design, fabrication, controls integration, factory acceptance testing, delivery, and on-site commissioning. Our clients include the world’s largest cloud infrastructure providers. We are a small, high-impact, fast-paced team where your decisions directly shape outcomes on programs worth tens of millions of dollars. If you have spent your career inside large organizations and are looking for a place where your experience is actively used—not diluted across layers of bureaucracy—this is it. The Role AGI is hiring an Operations & Administration Coordinator to support the day-to-day operational, administrative, and HR workflows that keep the business running smoothly. This role is primarily responsible for ensuring nothing falls through the cracks across internal systems and processes, including supporting operational reporting, organizing meetings, managing hiring documentation, coordinating vendor onboarding, and assisting with accounts payable. The Coordinator will work directly with our Director of Operations and is intended to offload critical day-to-day responsibilities by handling coordination, administrative, and logistical tasks wherever support is needed. This is not a narrow, single-function administrative role—you will own processes end to end and take on new challenges as the company grows. We are building the systems and processes that a scaling company needs, and the right person will help create them. If a task needs to be done and it helps the team move forward, it is yours. In a company where engineering and programming teams move quickly, you are the person who ensures the back office is structured, reliable, and running smoothly. What You Will Actually Do General Operations & Administration • Manage office and shop administrative needs, including supply orders, equipment procurement for new employees (laptops, phones, access badges), and facility coordination, • Support the Director of Operations with operational reporting by compiling data, maintaining tracking sheets, and producing weekly and monthly status summaries, • Provide direct day-to-day support to the Director of Operations, including calendar coordination, meeting scheduling, material preparation, travel logistics, expense coordination, and inbox triage, • Capture meeting notes, decisions, and action items across internal leadership meetings, vendor calls, and client coordination meetings, and follow through until items are closed, • Prepare and format internal documents, memos, organizational announcements, and basic client-facing correspondence on behalf of the Director, • Triage incoming requests that currently land with the Director of Operations—handle what can be resolved independently and escalate what truly requires attention, • Coordinate internal logistics, including visitor management at the office and fabrication shop, conference and team travel arrangements, and meeting setup (in-person and virtual), • Maintain organized digital filing systems for contracts, vendor agreements, HR documents, and financial records, • Assist with travel coordination and expense reporting for team members visiting fabrication shops, vendor facilities, and client sites, • Track and manage company subscriptions, licenses, and renewals, including software platforms, professional certifications, insurance policies, and recurring service agreements, • Take on additional operational tasks and projects as they arise as the company scales Vendor & Compliance Management • Track vendor compliance documentation, including certificates of insurance, W-9s, signed contracts, and license verifications, and flag expirations before they become issues, • Manage vendor onboarding by collecting required documentation, verifying insurance coverage requirements, and maintaining an up-to-date vendor registry Hiring Administration • Own the new-hire documentation process, including offer letters, employment agreements, I-9 verification, W-4 collection, benefits enrollment, and onboarding checklists, • Maintain employee records and ensure compliance with federal and Texas employment requirements, including personnel files, required postings, and workers’ compensation documentation, • Coordinate hiring administration across the full cycle: post job openings, screen resumes for baseline qualifications, schedule interviews, collect interviewer feedback, and track candidate status, • Prepare and process HR compliance documentation, including background check authorizations, drug screening coordination, E-Verify submissions, and state new-hire reporting Finance & Accounts Payable Support (Nice-to-Have / Growth Area) The items below are secondary to the core role above. We are not hiring a bookkeeper, and candidates without a finance background should not be discouraged from applying. Over time, as the company grows and a dedicated finance function is established, exposure to the items below would be a plus. For now, a willingness to learn and help where needed is all that is required. • Help process vendor invoices by routing approvals, confirming alignment with purchase orders or scopes of work, and keeping the queue moving so vendors are paid on time, • Support basic expense tracking and receipt collection for the leadership team to simplify month-end close processes, • Maintain organized vendor records, including W-9s, certificates of insurance, and payment terms, • Grow into deeper financial responsibilities over time if there is interest—this role may evolve into a Finance & Operations Coordinator position as the company scales Who You Are • Min 2–3 years of experience in operations coordination, office management, or administrative roles, ideally in a manufacturing, engineering, construction, or similarly technical environment, • Working knowledge of HR compliance fundamentals, including I-9, E-Verify, W-4, FLSA, OSHA posting requirements, and Texas employment rules, • Strong organizational skills and attention to detail—you can manage multiple parallel workflows without things slipping, • Proficiency with spreadsheets (Excel or Google Sheets) and comfort learning new systems quickly, • Professional communication skills; you will interact daily with vendors, candidates, employees, and leadership, • Ability to work independently and prioritize without constant supervision, • Comfort handling confidential information, including personnel records and financial documentation, • Willingness to take ownership of whatever helps the team move forward Preferred (Not Required) • Experience with QuickBooks or similar accounting/AP software, • Exposure to invoice processing, purchase order matching, or basic bookkeeping concepts, • Familiarity with HRIS platforms such as BambooHR, Gusto, or Paylocity, • Bilingual English/Spanish (preferred—our fabrication partner team operates primarily in Spanish), • Experience supporting a small company environment with broad responsibilities, • Associate’s or Bachelor’s degree in Business Administration, HR, or a related field, • Notary public certification or willingness to obtain one, • Interest in improving and building operational processes rather than simply maintaining them What We Offer • Base salary: $55,000 – $70,000, • Performance bonus tied to operational efficiency milestones, • Direct impact on a high-growth company at the intersection of manufacturing and critical infrastructure, • Ownership of your domain—you help design the systems that keep the back office running, • A technical leadership team that values operational excellence as much as engineering excellence, • The opportunity to help build operational playbooks from the ground up To Apply Send your resume and a brief note describing how you improved an operational or administrative process at a previous employer to .