Overview
Operations Coordinator Jobs in Kingston, NY at Scrub Masters Plus Corporation
SCRUB MASTERS PLUS CORP
Commercial Cleaning Excellence NYS-Certified MWBE NY & NJ
OPERATIONS COORDINATOR
Right Hand to the CEO
Kingston, NY | On-Site | Full-Time | $55,000 – $75,000 + Performance Bonuses
READ THIS FIRST
This is not a typical operations job. This is a seat next to the CEO of a fast-scaling commercial cleaning company on a clear path to $100M in revenue. We need someone who can take what is in the CEO’s head and turn it into systems, follow-ups, and finished work — someone who can see an acorn and grow an oak tree, who reads one email and creates ten next steps.
If you are looking for a quiet desk job, this is not it. If you want a front-row seat to building something extraordinary — keep reading.
Who We Are
Scrub Masters Plus Corp is a NYS-certified MWBE commercial cleaning company headquartered in Kingston, NY, with active operations across New York and New Jersey. We service medical groups, data centers, manufacturing facilities, office buildings, fire districts, and municipalities.
We are scaling aggressively — and we lead with kindness, learning, value, and care. Our internal standard is simple:
“We do not hope people perform. We train them to perform.”
Who You Are
You are the person who:
- Reads an email once and already knows what needs to happen next, who needs to be looped in, and what should be drafted.
- Has lived in inboxes, CRMs, calendars, and spreadsheets — and actually enjoys creating order.
- Can take a 30-second voice note from a CEO and turn it into a polished document, a vendor email, a client follow-up, and a calendar invite — without being asked.
- Sees one piece of information and creates ten useful outputs from it.
- Thinks two steps ahead and closes loops before they are noticed.
- Communicates with executives, clients, vendors, and field staff equally well — direct, warm, professional.
- Is allergic to dropped balls.
- Wants to be part of a company being built into a legacy, not just a job.
You bring calm to chaos. You make the CEO look brilliant because nothing falls through the cracks on your watch.
Position Snapshot
Location
Kingston, NY (100 Aaron Court, Kingston, NY 12401) — On-Site
Employment Type
Full-Time, Exempt
Compensation
$55,000 – $75,000/year, based on experience
Bonuses
Performance bonuses tied to operational KPIs and company growth
Reports To
Chief Executive Officer
Schedule
Monday–Friday, with flexibility for high-priority deliverables
Travel
Occasional travel within NY & NJ
Start Date
Immediate
What You Will OwnExecutive Operations Support
- Manage the CEO’s inbox: read, triage, draft replies, flag urgent items, and route the rest.
- Run the CEO’s calendar: protect time, schedule with intent, and prepare materials before every meeting.
- Sit in on key meetings with the CEO, capture decisions, and drive follow-through across the team.
- Prepare briefing notes, agendas, and recap summaries that make every meeting count.
Business Operations
- Coordinate daily execution between the COO, Director of Operations, Compliance Officer, Sales, Supervisors, and Team Leads.
- Track and follow up on every open item across departments — nothing dies in an inbox.
- Maintain SOPs, KPIs, and reporting dashboards across our tech stack (Swept, HubSpot, GoAudits, QuickBooks).
- Manage vendor relationships, client communications, and contract administration.
- Own internal scheduling, attendance tracking, and operational reporting cadences.
Sales & Growth Support
- Manage the CRM and prospect pipeline (326+ active prospects across medical, data center, manufacturing, and office segments in NY & NJ).
- Coordinate proposals, bids, walkthroughs, and follow-ups end-to-end.
- Prepare client-facing presentations, decks, and proposal documents.
- Support newsletter, social media, and digital initiatives in partnership with our strategic digital partner.
Compliance & Documentation
- Support NYS and NYC MWBE filings, COIs, W-9s, and contract documentation.
- Maintain organized digital files with clean naming conventions across SharePoint/Google Drive.
- Track renewals, deadlines, and submissions — nothing lapses on your watch.
- Partner with the Compliance Officer to keep all regulatory documentation audit-ready.
What Success Looks Like in This RoleBy Day 30
- CEO inbox is triaged daily — zero unread by end of day.
- Calendar protected and structured around CEO priorities.
- Mastered our tech stack: Swept, HubSpot, GoAudits, QuickBooks, Google Workspace, Microsoft 365.
- All recurring deadlines (COIs, MWBE filings, contract renewals) loaded into a tracked system.
By Day 60
- Owning the full CRM pipeline and follow-up cadence for prospects and active proposals.
- Running a weekly operations rhythm with the leadership team — agenda, notes, and accountability.
- Lead time on bids and proposals shortened by at least 30%.
- CEO is spending more time on vision, sales, and growth — because you are catching everything else.
By Day 90
- You are the operational nerve center of the company — trusted, indispensable, and visibly making everyone around you better.
- Clear KPIs are tracked weekly, with insight on what to fix next.
- Foundation laid for your growth into Chief of Staff or Director-level operations.
What You Must Have
- 3+ years in an operations, executive assistant, chief of staff, project coordinator, or office management role supporting a senior executive.
- Exceptional written and verbal communication — you can write a clean, professional email under pressure.
- Strong command of Google Workspace, Microsoft Office, and CRM tools (HubSpot or similar).
- Proven ability to manage multiple priorities without losing track of any of them.
- High emotional intelligence — you read the room, manage up gracefully, and stay grounded under pressure.
- Discretion and absolute confidentiality — you will see everything.
- Ability to work on-site in Kingston, NY, with occasional travel within NY and NJ.
- Reliable transportation and a valid driver’s license.
What Sets You Apart
- Background in commercial cleaning, facilities, janitorial, construction, or B2B services.
- Experience supporting a fast-growing company through scaling chaos.
- Familiarity with Swept, GoAudits, QuickBooks, DocuSign, Canva, or Loom.
- Project management certification (PMP, CAPM) or proven systems-builder background.
- Experience supporting MWBE certification, government contracts, or municipal bids.
- Bilingual (English/Spanish) is a strong plus given our field teams.
Compensation & Benefits
- Base Salary: $55,000 – $75,000 per year, commensurate with experience.
- Performance Bonuses: Tied to operational KPIs and company growth milestones.
- Paid Time Off: Generous PTO and paid holidays.
- Professional Development: Budget for books, courses, and certifications.
- Direct CEO Mentorship: You will grow at the speed of the company.
- Career Path: This role is designed to evolve into Chief of Staff or Director of Operations as we scale toward $100M.
How to Apply
We are not looking for a generic resume drop. If you have read this far and felt something light up — show us.
Send the following:
1. Your resume.
2. A short cover note (no more than 250 words) answering: Tell us about a time you took something messy and made it beautiful. What did you build, and what changed because of you?
3. One sentence: What does “growing an acorn into an oak tree” mean to you?
Applications without the cover note and the one-sentence answer will not be reviewed. We are hiring for ownership and thinking — show us both.
Scrub Masters Plus Corp is an Equal Opportunity Employer and a proud NYS-certified MWBE. We are committed to building a team that reflects the communities we serve, and we lead with kindness, learning, value, and care in everything we do.
Scrub Masters Plus Corp | 100 Aaron Court, Kingston, NY 12401
Serving New York & New Jersey | NYS-Certified MWBE
Pay: $24.88 – $29.97 per hour
Benefits:
- Dental insurance
- Health insurance
- Referral program
Work Location: In person
Title: Operations Coordinator
Company: Scrub Masters Plus Corporation
Location: Kingston, NY
