Administrative Coordinator

Key Responsibilities

• Provide administrative support by coordinating daily office activities, scheduling meetings, and preparing basic reports and correspondence.
• Manage office operations by maintaining supplies, organizing workspaces, and ensuring equipment and common areas remain clean and functional.
• Serve as a communication hub by answering phones, managing emails, greeting visitors, and directing inquiries to the appropriate team members.
• Maintain accurate documentation through organized filing, data entry, and preparation of confidential documents.
• Support vendor administration by maintaining vendor files and ensuring compliance with company requirements.
• Aid in employee onboarding by preparing workstations, setting up logins, and helping new team members get oriented.
• Help resolve administrative issues by identifying problems, offering solutions, and escalating matters when needed to keep operations running smoothly.

Detailed Duties Include

• Provide customer service by answering incoming calls, taking messages, assisting new inquiries, and directing customers and vendors to the appropriate team member.
• Support accounts receivable by following up on unpaid invoices and preparing required lien statements and court filings.
• Maintain vendor compliance by updating subcontractor and vendor files and assisting with administrative onboarding.
• Process vendor invoices by entering invoices into Bill.com accurately and routing them to the correct approver.
• Aid in new‑employee onboarding by setting up logins, workstations, email accounts, equipment, and ensuring each new hire feels welcomed.
• Manage office operations by organizing digital filing systems, coordinating cleaners and maintenance, monitoring utilities and supplies, and greeting office visitors.
• Oversight administrative tracking by maintaining vehicle records, managing office email and mail, and ensuring information is routed to the correct personnel.
• Support company initiatives by participating in continuous improvement efforts, team events, meetings, marketing tasks, and completing additional projects assigned by leadership.