Administrative Coordinator

About the role

This position is located in our main office in St. Louis, Missouri, but it is eligible for a hybrid schedule (up to 2 remote work days per week) in accordance with AOA's telecommuting policy.

Responsibilities

• Provides comprehensive administrative support to ACOE staff, volunteers, and site visit consultants.
• Captures and coordinates travel arrangements and expense reporting for ACOE site visits and council meetings, including processing variances and approvals.
• Serves as the primary point of contact for expense report processing; prepares reports for approval, audits reimbursement requests, and helps resolve discrepancies.
• Proofreads documents and communication and prepares bulk email communications as needed.
• Maintains and updates ACOE databases, generates reports, and other documents utilizing data.
• Manages incoming email, mail, and phone inquiries for ACOE, routing requests to the appropriate ACOE staff as necessary.
• Captures and coordinates billing and payments for ACOE annual fees and site visit expenses and supports year-end accounting procedures.
• Distributes evaluation forms and other materials in advance of meetings, visits, etc.
• Maintains and purges files in compliance with ACOE File Retention Guidelines.
• Identifies and recommends improvements to existing systems and processes.

Requirements

• 3+ years experience in administrative coordinator or support roles
• Hands-on experience with basic bookkeeping required
• Project coordination skills with a methodical and timely approach
• Strong organizational skills and attention to detail
• Clear and professional communication skills, both written and verbal
• Ability to work independently, managing workload and balancing priorities
• Takes initiative to ask questions and deepen knowledge
• Proficiency with Microsoft Access (or similar platform) for data entry and reporting
• Basic working knowledge of Microsoft Outlook, Word, and Excel. Experience with Teams and SharePoint are a plus.

Qualifications

• Commitment to mission-driven work and collaboration with staff and volunteers