Administrative Coordinator (Senior)

About the role

We are seeking a highly organized Administrative Coordinator (Senior) to provide administrative and operational support to the VP/Head of R&D, and the Research & Development team. This position is ideal for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and can confidently manage changing priorities while maintaining a high level of professionalism and confidentiality.

Responsibilities

• Provide high-level administrative support to executive leadership and the R&D team.
• Manage departmental purchasing activities, including purchase orders, requisitions, vendor coordination, and order tracking.
• Review purchasing requests for accuracy, budget alignment, and policy compliance.
• Administer and reconcile departmental purchasing card (P-Card) transactions.
• Coordinate day-to-day office operations, workspace assignments, and onboarding for new employees.
• Organize team meetings, offsites, events, agendas, meeting materials, and follow-up action items.
• Prepare and process expense reports while ensuring compliance with company policies.
• Maintain departmental documentation, organizational charts, procedures, and shared calendars.
• Coordinate domestic and international travel arrangements for department leadership.
• Serve as the primary point of contact for departmental administrative needs.
• Support multiple projects simultaneously while identifying opportunities to improve administrative processes and team efficiency.
• Communicate effectively with internal and external stakeholders while maintaining confidentiality.

Qualifications

• 3–5 years of experience in an administrative, coordinator, office management, purchasing, or buyer role.
• Experience managing purchase orders, purchasing processes, budgets, expense reports, or procurement activities.
• Strong organizational and time management skills with the ability to prioritize multiple responsibilities.
• Excellent verbal and written communication skills.
• Ability to work independently while maintaining attention to detail and confidentiality.
• Experience supporting executive leadership or cross-functional teams.
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, and Teams).
• Experience with ERP systems is preferred; Microsoft Dynamics 365 experience is a plus.
• Associate's or Bachelor's degree preferred, or equivalent work experience.

Location

Fairfield County, CT

Schedule

Monday–Friday | 8:30 AM – 5:00 PM (100% Onsite)

Pay

$30-35/hr

Type

Open-Ended Contract with Potential for Conversion