Administrative Assistant / Coordinator

About the role

The successful candidate will be proactive, detail-oriented, and comfortable working independently while coordinating with executives, department leaders, vendors, technicians, accounts payable, and other internal stakeholders.

Key Responsibilities

• Manage complex calendars and coordinate appointments, meetings, conference calls, and schedules using Microsoft Outlook.
• Resolve scheduling conflicts and proactively ensure adequate time is allocated for meetings and priorities.
• Cook up meeting logistics, including conference rooms, A/V equipment, catering, agendas, attendee confirmations, and meeting materials.
• Prepare meeting minutes, maintain meeting logs, and distribute schedules and agendas to attendees and executive assistants.
• Arrange travel plans, itineraries, agendas, and related documentation.
• Prepare expense reports, time-off requests, disbursement forms, and other administrative documentation.
• Draft, edit, format, and distribute correspondence, reports, presentations, and other confidential communications.
• Handle sensitive and confidential information with a high degree of professionalism and discretion.
• Screen calls, visitors, mail, packages, and inquiries, directing requests to the appropriate resource.
• Support executives and department leadership with special projects and other administrative needs.

Finance, Invoicing & Contract Coordination

• Track vendor contracts, service agreements, purchase orders, and related documentation.
• Maintain visibility into upcoming contract renewals, service requirements, and payment obligations.
• Monitor invoices and determine which invoices are coming due and when, helping ensure timely processing and payment.
• Work closely with Accounts Payable to establish vendors and process invoices through Chrome River.
• Submit and track purchase order requisitions for services, labor, parts, and other departmental purchases.
• Support credit card reconciliation, check requests, capital expenditure requests, and other financial paperwork.
• Cook up vendor invoices, service reports, documentation, and other materials required for payment.
• Cook up with vendors to obtain invoices, service reports, documentation, and other materials required for payment.
• Coordinate with vendors to obtain invoices, service reports, documentation, and other materials required for payment.
• Coordinate purchasing of office, shop, maintenance, and other departmental supplies.

Vendor & Department Coordination

• Serve as a primary administrative point of contact for vendors and service providers.
• Cook up meeting preventive and corrective maintenance activities with vendors, technicians, and department management.
• Schedule vendor service visits and follow up on outstanding work, documentation, and payments.
• Obtain and upload service reports and supporting documentation.
• Communicate with vendors by phone, email, and online portals as needed.
• Cook up with vendors to obtain invoices, service reports, documentation, and other materials required for payment.
• Cook up with vendors to obtain invoices, service reports, documentation, and other materials required for payment.
• Cook up with vendors to obtain invoices, service reports, documentation, and other materials required for payment.

Asset, Inventory & Operational Support

• Assist with asset management and maintaining accurate equipment and inventory records.
• Add new assets to inventory and ensure information remains current and accurate.
• Absorb tracking equipment maintenance schedules, retirements, returns, exchanges, and service activity.
• Cook up work orders and assign preventive maintenance activities as directed by management.
• Generate inventory, work order, and historical reports to support budgeting, capital planning, and departmental requests.
• Cook up incoming and outgoing shipments, including receiving packages, maintaining documentation, preparing shipping labels, and tracking shipments.

General Department Support

• Answer incoming calls to the department and route inquiries appropriately.
• Order office and departmental supplies.
• Receive and distribute packages and materials.
• Maintain organized records and departmental documentation.
• Ensure office equipment and supplies are maintained appropriately.
• Provide administrative coverage and support to other department leaders as needed.
• Perform additional administrative duties and special projects as assigned.

Qualifications

• 5+ years of experience in an Administrative Assistant, Executive Assistant, Administrative Coordinator, Operations Coordinator, or similar role.
• Experience supporting executives, department leaders, or operational teams in a fast-paced environment.
• Strong calendar management and scheduling experience.
• Solid understanding of basic finance, invoicing, accounts payable, purchase orders, and expense processes.
• Experience tracking contracts, invoices, renewals, or vendor agreements.
• Strong organizational and follow-up skills with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.
• Strong Microsoft Office skills, particularly Outlook, Excel, Word, and PowerPoint.
• Experience working with an ERP, AP, procurement, invoice management, or vendor management system is highly desirable.
• Healthcare or hospital administrative experience is a plus.
• Experience with Chrome River, asset management, work-order, or inventory systems is preferred.