Registry Administrative Coordinator

About the role

The Administrative Coordinator performs a variety of administrative tasks including answering the phone, greeting customers, maintaining records, entering charges, managing expenses, preparing documents, monitoring supplies, scheduling meetings, and attending meetings.

Responsibilities

• Answering the phone and greeting internal/external customers, determining the nature of the need or request, securing appropriate resources, and following-up to ensure needs are met.
• Gathering, sorting, and filing materials; entering charges into billing system; processing direct billing forms, petty cash, travel and business, and license renewal reimbursement requests.
• Monitoring assigned expense accounts, tracking, investigating, reporting, and resolving variances; preparing forms, form letters, correspondence, memos, presentations, and other reports; composing correspondence, creating spreadsheets, tables, and databases.
• Maintaining supplies, equipment, and forms; determining appropriate levels of inventory; researching vendors; tracking and delivering supplies.
• Scheduling meetings, appointments, conferences, and travel arrangements; preparing and distributing materials; coordinating meeting logistics such as needed; attending meetings and composing minutes.

Requirements

• Minimum 1 year of college or other equivalent post high school experience.
• Minimum 3 years of experience in a general office environment with gradually increasing responsibility.
• Proficiency in Microsoft applications: intermediate level skills in the use of Outlook, Word, and Excel; basic level skills in the use of PowerPoint.
• Proficiency in keyboarding skills.
• Application of a variety of a variety of moderately complex computer PC software and office equipment (photocopying, fax machine, Dictaphone, calculator, multi-line phone, etc.).
• Communication and interpersonal skills necessary to interact on a daily basis with internal/external customers in various circumstances.
• Advanced organizational skills necessary to efficiently prioritize and complete a variety of tasks.
• Ability to collaborate effectively in a team setting in order to maximize quality and efficiency of operations.

Qualifications

Normal office environment with little or no exposure to dust or extreme temperature.