Administrative Coordinator

Key Responsibilities

• Greet and assist visitors, vendors, and employees in a professional and courteous manner.
• Answer and direct incoming phone calls.
• Receive, sort, and distribute incoming mail and packages.
• Cookout shipments through FedEx, UPS, and other carriers.
• Maintain a clean, organized, and welcoming reception area.
• Cook domestic travel arrangements for the Executive Leadership Team.
• Prepare and submit executive expense reports accurately and on time.
• Schedule travel accommodations, including flights, hotels, rental cars, and meeting logistics.
• Aid with executive calendars and meeting coordination as requested.
• Order and maintain office supplies for the corporate office.
• Monitor office inventory and replenish supplies before shortages occur.
• Maintain coffee stations, break rooms, kitchens, and beverage areas.
• Ensure conference rooms and board rooms are stocked with beverages, snacks, office supplies, and presentation materials.
• Cookout catering and meeting setup for executive meetings, Board meetings, and company events.
• Work with building management and vendors to resolve office-related issues.
• Provide administrative assistance to corporate departments as needed.
• Prepare correspondence, reports, presentations, and other business documents.
• Manage FedEx, Staples, and other corporate vendor accounts.
• Process and distribute documents requiring executive signatures, including bonds and legal documents.
• Assist with filing, scanning, recordkeeping, and document management.
• Support special projects assigned by leadership.

Qualifications

• Associate degree preferred; equivalent experience considered.
• 3+ years of administrative, executive assistant, office management, or receptionist experience.
• Strong Microsoft Office skills (Outlook, Excel, Word, PowerPoint).
• Experience with expense management systems and travel booking platforms preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Professional appearance and customer-service mindset.

Core Competencies

• Exceptional organizational skills.
• Attention to detail.
• Customer service orientation.
• Professional communication.
• Initiative and ownership.
• Multitasking and prioritization.
• Dependability.
• Team collaboration.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Occasionally lift or move office supplies weighing up to 25 pounds.

Success Measures

• A Successful Administrative Coordinator Will Ensure executive travel is completed without scheduling issues.
• Keep office and break room supplies fully stocked.
• Maintain a professional and welcoming front office.
• Support meetings with no last-minute logistical issues.
• Provide responsive administrative support to corporate staff while maintaining excellent customer service.

Schedule

Monday through Thursday, 7AM-5PM with 30 minute paid lunch break.

Pay

$25.00 per hour.