Administrative Coordinator

Administrative Coordinator

Location: La Jolla, CA (San Diego)

Type: Full-time

Reports to: CEO/Founder

About The Role

We are seeking a detail-oriented and resourceful Administrative Coordinator to support our client survey projects and internal operations. This role blends administrative precision with operational efficiency—you’ll manage projects, track deliverables, create process documentation, maintain accurate records, and support our campaign workflows.

The ideal candidate will be a detail oriented project manager, strong communicator, organized multi-tasker, and critical thinker who demonstrates initiative, resourcefulness, and high integrity. You’ll play a key role in keeping our team and client projects running smoothly.

Significant training will be provided for this role. We are looking for somebody with a strong foundation of intellect, communication skills, organizational behavior, dedication, and integrity. This is an excellent opportunity to get in on the ground floor of a fast growing startup. 

You’ll work directly with the Founder/CEO in our La Jolla office and coordinate with a globally distributed team.

About Us

SurveyMotion is a lean, fast-moving startup that delivers survey-driven demand generation for B2B SaaS companies. We help marketing and sales leaders generate qualified survey leads and book meetings with qualified prospects—driving new business growth.

We combine precision targeting and strategic survey design to put our clients’ sales executives in direct conversations with ideal prospects. With offices just minutes from the beach in La Jolla, California, we offer the opportunity to make a meaningful impact working with innovative technology clients in a fast growing (and profitable) startup environment.

Key Responsibilities

Administrative & Project Coordination

• Set up clients in internal systems (Asana, Airtable, HubSpot, and other SaaS tools).
• Assign and track tasks for yourself and other team members, ensuring projects stay on schedule.
• QA deliverables to ensure accuracy and adherence to quality standards.
• Document and refine workflows by creating SOPs for recurring processes.
• Manage projects to successful completion.

Operational Support

• Create, organize and maintain client and campaign documents, spreadsheets, and presentations.
• Track campaign performance metrics and identify opportunities for optimization.
• Compile reports from campaign data to share with internal and client stakeholders.
• Make changes and optimizations to campaigns using our internal systems and 3rd party software tools.

Communication

• Draft clear, concise internal updates and client-facing communications.
• Serve as a point of contact for status questions, updates, and small requests.
• Collaborate with internal team members to ensure seamless execution of tasks.

Qualifications

Must-Haves:

• 2–4 years of administrative, project coordination, or operations experience.
• Strong software skills, ability to learn new tools effectively
• Excellent written and verbal communication skills.
• Strong spreadsheet skills (Google Sheets or Excel).
• Ability to create and maintain process documentation (SOPs).
• Organizational skills with high attention to detail.
• Critical thinking and situational awareness to anticipate needs.
• Basic quantitative skills for working with project and campaign data.

Nice-to-Haves:

• Experience with B2B marketing or SaaS environments.
• Familiarity with Airtable, HubSpot, Typeform, Calendly, or similar SaaS tools.
• Experience working in a startup or small team environment.

Compensation & Benefits

• Base Salary: $55,000–$70,000/year (DOE)
• Potential for performance-based bonuses.
• Work from home Fridays
• Flexible PTO and paid holidays.
• Comprehensive health coverage including medical, dental, and vision plans.
• 401(k) retirement plan.
• Paid time off (PTO) and paid holidays.
• Flexible work environment and collaborative team culture.
• Office location less than a mile from the beach in La Jolla.
• Opportunity to work in a fast-growing, profitable startup with direct impact on company success.