Vortic Watch Company is looking for a full-time Administrative Assistant & Project Coordinator to work with our team in Fort Collins, Colorado. This individual will be responsible for managing internal operations, supporting the CEO, and coordinating cross-functional projects to help keep our fast-growing company running smoothly.

Job Title: Administrative Assistant & Project Coordinator

Job Type: Full-time, Salary, In-person 

Location: 324 Jefferson Street, Fort Collins, CO 80524 (Required)

Hours: Monday through Friday, 8 am - 5 pm

Education: A college degree is not required, but please list your education on your resume.

Company Overview

Hello there—nice to meet you!

We’re Vortic, Inc., one of the only wristwatch manufacturers in the United States—and proudly based in Colorado. We specialize in turning antique American pocket watches into one-of-a-kind wristwatches through our flagship brand, Vortic Watch Company, and we’ve recently expanded with Colorado Watch Company, offering modern, American-made watches built from scratch.

At our core, we care deeply about craftsmanship, legacy, and innovation. We’re a fast-paced, high-growth company with a tight-knit team that believes in doing things the right way—even if it takes a little longer.

We’re looking for someone to help us keep everything running smoothly behind the scenes—and bring the same level of care and precision to our internal operations that we bring to our watches.

Role Overview

As the Administrative Assistant & Project Coordinator, you’ll sit at the intersection of administrative support and project management. Your role is all about keeping the engine running—managing calendars, inboxes, vendor relationships, files, internal workflows, and financial documentation.

At the same time, you’ll help drive key cross-functional projects, working across departments to ensure timelines are met, priorities are clear, and progress is tracked. You’ll work closely with our CEO, R.T. Custer, helping manage his schedule and acting as a central hub for communication, coordination, and implementation across the company.

This is a great role for someone who thrives on structure, loves bringing order to complexity, and wants to be part of a growing, purpose-driven team. You’ll get to wear a lot of hats, make an impact, and grow alongside the company.

You’ll Be Responsible For…

Project & Contact Management

• Take full ownership of Monday.com boards for admin and cross-functional projects

• Coordinate timelines, follow-ups, deliverables, and workflows

• Proactively identify roadblocks and help resolve them

• Maintain CRM data for vendors, contacts, and partners

• Act as a liaison for external stakeholders (investors, designers, developers, etc.)

Calendar & Email Management

• Manage the CEO’s calendar and protect time for high-priority activities

• Triage multiple inboxes, prioritize communication, and draft professional responses

• Schedule meetings, handle travel coordination, and maintain agendas

Tactical Marketing Support

• Draft product descriptions, Shopify listings, social media captions, and newsletters

• Coordinate with the content team to gather needed assets

• Submit content for editing and distribution by the Marketing Coordinator

Accounts Payable, Receivable & Financial Support

• Process invoices, track payments, and maintain the finance tracker

• Execute Wishlist purchases and collaborate with the accounting team to meet tax and compliance deadlines

• Assist with budget tracking and financial documentation organization

HR & Team Support

• Support employee onboarding and benefit enrollment.

• Maintain up-to-date HR documents, policies, and compliance records.

• Assist with recruiting logistics, interview coordination, and SOP documentation.

Retail, Trade Show & Event Coordination

• Serve as the primary coordinator for all retail store communications and logistics.

• Manage planning and execution for trade shows and trunk shows, including scheduling, travel, booth materials, and vendor coordination.

• Communicate with event planners and external contacts to ensure seamless execution of in-person events.

Building & Office Management

• Oversee physical and digital file management and organization.

• Coordinate building maintenance, repairs, and vendor relationships.

• Ensure smooth day-to-day operations, including inventory and office supplies.

Qualities of the Ideal Candidate

• Strong Project Management Skills – Highly skilled in managing cross-functional projects, timelines, and deliverables using tools like Monday.com

• Tech-Savvy & AI-Literate – Proficient with Google Suite, QuickBooks, Slack, and excited to implement AI tools to optimize workflows

• Highly Organized & Detail-Oriented – Excellent at tracking multiple moving parts and bringing clarity to chaos

• Clear Communicator – Can write and speak professionally, adapting tone to suit internal and external audiences

• Proactive & Resourceful – You anticipate needs, find solutions, and make things happen without being asked

• Fast Learner & Adaptable – You thrive in a fast-paced, startup-style environment with evolving priorities

• Discreet & Trustworthy – Able to manage sensitive financial, HR, and executive communications with care

In other words, you might be a great fit if…

You are highly organized, detail-oriented, and thrive on bringing clarity to chaos. You have a natural ability to manage complex timelines, keep projects on track, and communicate effectively with different stakeholders. You're confident using tools like Google Suite, Slack, QuickBooks, and Monday.com, and you’re curious about incorporating AI tools like ChatGPT or Notion AI to streamline workflows. You're someone who doesn’t wait to be told what to do—you anticipate needs, take initiative, and get things done. In fast-paced environments, you stay adaptable and focused, handling shifting priorities with a calm, solution-oriented mindset. Above all, you're discreet, trustworthy, and capable of managing sensitive financial and internal information with care and professionalism.

Requirements

• Experience: 2+ years in administrative, executive support, or operational roles.

• Technical Skills: Must be proficient with Google Suite, QuickBooks, Monday.com (or similar project management tools), and general CRM software.

• Finance Experience: Must have basic financial knowledge (invoicing, expense tracking, payment processing).

• Location: Must be based in Northern Colorado or willing to relocate.

• Bonus Points For:

• Familiarity with AI tools like ChatGPT, Notion AI, or Zapier

• Experience in eCommerce, content creation, or marketing

• Experience with retail coordination or event/trade show logistics

Additional Details

• Reports To: CEO (R.T. Custer)

• Compensation: Full-time salary (DOE); performance-based bonuses may be available.

• Confidentiality Requirement: NDA and background check required prior to employment.

If you’re ready to take ownership of high-impact projects and play a central role in building the future of American watchmaking, we’d love to meet you. Please complete the application below to take the next step.