Administrative & Customer Support Coordinator

Certco, Inc. | Madison, WI

About the role

A high-visibility opportunity to make an impact and grow with Certco. This position is part of a two-person team working closely with our Administrative & Customer Support Lead (ACSL). Together, this team provides important support to Certco leadership, helps coordinate internal operations, supports company events, and plays a key role in delivering an excellent experience to our Certco Members.

For current Certco employees, this is a great opportunity to step into a new role, expand your knowledge of the company, work directly with leadership, and develop skills that can open the door to future career opportunities.

Responsibilities

• Partner with the Administrative & Customer Support Lead as a primary liaison to the receptionist desk and provide support to the Director Team.
• Handle projects and tasks assigned by the Director Team.
• Assist with board meetings and preparation of shareholder materials.
• Support retailer-facing events, including retailer summits, forums, and other company events.
• Help coordinate key company events, including Food Shows, and maintain relationships with event partners and hotels.
• Assist with tracking, organizing, and verifying documents to support regulatory and procedural compliance.
• Manage and update Standard Operating Procedures (SOPs).
• Maintain confidentiality of information related to executives, board members, and shareholders.
• Process select vendor invoices.
• Assist with company events, retirement celebrations, and special occasions (e.g., births, deaths, hospital stays, grand openings).
• Help enhance the Certco Member experience by building relationships with our Members.
• Support, document, and report on Certco Special Ad Offers and pre-ordered product adjustments.
• Assist with transportation and warehouse questions and concerns.
• Take ownership of Member calls and follow through to ensure the expected Certco response is achieved.
• Work with internal departments to help resolve customer questions and concerns.
• Answer phones and accurately direct calls to the appropriate person.
• Manage door access and provide a welcoming, professional experience for visitors.
• Coordinate daily front desk activities and help ensure appropriate front desk coverage.
• Sort, prepare, file, and distribute internal and truck mail.
• Coordinate mailing of invoices and organizational documents.
• Monitor supplies for upstairs breakrooms and bathrooms and help maintain a clean and welcoming environment.
• Maintain Emergency Procedures and Attendance listings.
• Assist with lunch orders, setup, and cleanup for company events.
• Place and coordinate orders for special occasions.
• Perform other duties as assigned by management.

Requirements

• Previous experience as an Executive Assistant, Receptionist, Administrative Coordinator, or in a similar role preferred.
• Professional demeanor and the ability to handle confidential information with discretion.
• Excellent communication, proofreading, and organizational skills.
• Strong attention to detail.
• Ability to manage multiple priorities and adapt to changing needs.
• A proactive, problem-solving mindset.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Ability and willingness to learn Certco's internal systems and processes.
• A strong teamwork mentality and willingness to pitch in wherever needed.
• Be regular in attendance and comply with the Company Attendance Policy.

Work Environment

This position is based on-site and is the support role of a two-person team that works collaboratively to support the Director team and broader organization. Teamwork, communication, and a flexible, “pitch in” attitude are essential for success. The role requires handling sensitive and confidential information with the utmost discretion and professionalism.

Pay

$22.50 hourly wage.

Schedule

Monday - Friday, 7:30am - 4:00pm.