Expatiate Communications Admin Coordinator Pasadena, CA · Full time

You will closely collaborate with the VP of Operations to efficiently manage all operational aspects, demonstrating professionalism, ethical conduct, and sound decision-making. Reporting directly to the VP of Operations, you will coordinate resource management, optimize efficiency, and maintain high-quality standards. This will require close collaboration with both the staff and clients, ensuring that resources are effectively utilized and that all operations align with established quality guidelines.


Role Objective:

  • Support developing and implementing company-wide systems and procedures that ensure operational excellence.
  • Maintain and promote operational efficiency and organizational health.
  • Maintain consistent communication with managers, staff, and clients to promote productivity and maintain procedural transparency.
  • Develop, implement, and maintain quality assurance protocols.
  • Increase the efficiency of existing processes and procedures to enhance the company’s internal capacity.
  • Lead and/or support special projects.
  • Ensure that operational activities remain on time and within budget.
  • Track staffing requirements.
  • Perform other duties/tasks as assigned.


  • Conduct regular organizational health assessments in collaboration with client partners and provide comprehensive reports to internal and external stakeholders.
  • Ability to work effectively as a member of a team to provide efficient operations.
  • Establishes and organizes office standards and procedures.
  • Partner with management or subordinates to resolve personnel complaints or grievances.
  • Contribute to developing, coordinating, and implementing department policies and procedures.
  • Read and analyze charts, schedules, and other records and reports to determine requirements of operations.
  • Develop forms, flowcharts, and systems requirements for information and training, as required.
  • Serve as a proactive liaison between supervisors, managers, and their subordinates, ensuring effective communication of information, assignments, priorities, and special requests.
  • Skillfully compose and prepare various written documents, reports, and correspondence for the office, such as memos, letters, presentations, and spreadsheets.
  • Foster a collaborative and communicative team environment that drives high employee engagement with the Company.
  • Strategically plan and allocate work schedules and assignments for optimal effectiveness.
  • Record-keeping of employees' attendance and hours worked.
  • Streamline and coordinate ongoing compliance training programs, ensuring employees are well informed and up-to-date.
  • Ensure strict adherence to all relevant regulations, policies, and licensing requirements, maintaining a compliant work environment.
  • Collaborate with cross-functional teams to enhance proprietary tools and systems, focusing on cost-effective and tactful improvements.
  • Work closely with HR, Payroll, and Tech departments to ensure that activities remain compliant.
  • Oversee the execution of planned daily, weekly, and monthly events.
  • Plan and coordinate staff schedules to ensure adequate coverage for all company and client sites. 


  • Must be dependable, capable of working in a high-paced environment, and have strong communication and interpersonal skills.
  • Possess good written/oral communication skills, as well as the ability to present his/her views in a clear and compelling manner.
  • Strong facilitation skills, conflict resolution, and project management skills.
  • Interacts well and with a high degree of urgency with customers, and at all organizational levels.
  • Excellent planning, negotiating, and organizational skills.


  • Bachelor’s Degree
  • At least 3 years of office management, including supervisory responsibilities.
  • Prior experience in Special Education- SPED (preferred)
  • Experience supporting staff both onsite & offsite. (Preferred)
  • Valid Driver’s license
  • Must maintain valid CA auto insurance.
  • Must be able to travel locally. (Required)
  • Bilingual- Spanish (preferred)
  • CA State & Federal Live Scan (required)
  • Tuberculosis “TB” Clearance (Required within the past four years)


  • Medical/Dental/Vision
  • 401K
  • Life Insurance
  • HSA
  • Tuition/Student Loan Reimbursement


$65,000 - $105,000 per year