Administrative Operations Coordinator

Administrative Operations Coordinator

Liddane Tutoring & Learning Services (LTLS) is seeking a detail-oriented, proactive, and tech-savvy Administrative Operations Coordinator to join our team. This role is ideal for someone who thrives on organization, enjoys maintaining smooth operational systems, and takes pride in supporting multiple departments behind the scenes. You'll play a key role in ensuring LTLS runs efficiently, from coordinating calendars and client intake to managing workflows, communications, and event logistics.

The Administrative Operations Coordinator works closely with the CEO and Client Intake & Office Manager, supporting day-to-day operations, internal systems, and cross-departmental alignment. This role is perfect for someone who enjoys structure, problem-solving, and proactively improving processes.

This position is fully remote with optional in-person collaboration in our Green Lake office for Seattle-area candidates.

About LTLS Founded in 2001, Liddane Tutoring & Learning Services empowers learners of all kinds through trust, high expectations, and meaningful connection. Our 30+ tutors support students across Seattle's public and private schools, including those with ADHD, executive functioning challenges, and learning differences. LTLS takes a relational, whole-child approach that integrates academic skills with mentorship and social-emotional growth.

Key Responsibilities

Scheduling & Calendar Management

• Manage the CEO's calendar, including scheduling meetings, preparing agendas, and coordinating with the Client Intake & Office Manager and other staff.

• Review action items from meeting notes and transcripts; schedule or send follow-ups as needed.

Client Intake & Systems Maintenance

• Update and advance the client intake process; maintain accurate records in Dubsado.

• Route client-facing and marketing communications for approval and ensure approved materials are properly entered into Dubsado.

• Create spreadsheets, tracking tools, and operational documents as needed.

Workflow & Project Coordination

• Maintain and update ClickUp tasks and boards, keeping statuses and dependencies current.

• Build and maintain light Zapier automations; troubleshoot basic issues and escalate complex ones.

• Manage tutor email content, signatures, and templates; coordinate internal communications.

• Support outreach to schools and professionals; track contacts and follow-ups.

Marketing & Event Support

• Track seasonal marketing updates and coordinate related scheduling.

• Assist with planning and logistics for LTLS events, including webinars and college application milestones.

Cross-Department Communication

• Collaborate closely with the Client Intake & Office Manager for operational support.

• Work with the CEO on scheduling priorities.

• Coordinate with the marketing team to ensure alignment on communications and content.

Tools & Systems

• Google Workspace (Docs, Sheets, Calendar, Drive)

• Dubsado (CRM and client intake)

• ClickUp (project and task management)

• Zapier (workflow automations)

• TutorCruncher (CRM)

Qualifications

• Experience in administrative coordination, operations, education, or small business environments

• Exceptional organizational skills and attention to detail

• Ability to manage multiple priorities with consistency and follow-through

• Excellent written and verbal communication skills

• Comfortable learning and using multiple online platforms

• Reliable, proactive, and skilled in time management

• Self-starter with strong executive functioning and independent work skills

• Collaborative, relational, and aligned with LTLS's mission of trust and inclusion

Pay & Position Structure

• Hourly, non-exempt position, $22–$31/hour depending on experience and proficiency

• Administrative and operational support role with opportunities for growth over time

Schedule & Hours

• Flexible schedule, 10-15 hours per week depending on workload and availability

• Fully remote, with optional in-person collaboration for Seattle-area team members

• Occasional flexibility required for events or project deadlines

Benefits

• Health Reimbursement Arrangement (HRA) after 90 days (for qualifying employees)

• ORCA Choice transportation benefit (for local staff)

• SIMPLE IRA eligibility after 2 years of employment

• Paid time off and professional development opportunities

• Supportive, collaborative, mission-driven team culture

Join LTLS as an Administrative Operations Coordinator supporting operations across scheduling, client intake, workflows, marketing, and communications. Manage the CEO's calendar, maintain Dubsado and ClickUp systems, assist with Zapier automations, coordinate outreach, and support events. Ideal candidates are detail-oriented, proactive, and tech-comfortable across Google Workspace, ClickUp, Dubsado, and Zapier. Pay: $22–$31/hour, depending on experience.

Job Type: Part-time

Pay: $ $31.00 per hour

Expected hours: 10 – 15 per week

Benefits:

• Flexible schedule
• Health savings account

Work Location: Hybrid remote in Seattle, WA 98115