Job Description
High-Level Admin Opportunities: Support Directors/VPs & Drive Project Success. > We are seeking a career-minded Administrative professional. In this key on-site role, you will manage everything from executive logistics to technical project reporting. If you have a Bachelor's Degree and excellent customer service experience, please apply!
Position Summary
We are seeking a highly professional and detail-oriented Administrative Coordinator to provide comprehensive support for key company projects and executive leadership. The ideal candidate will be a polished professional capable of managing complex workflows, cross-training across departments, and maintaining seamless office operations.
Location: On-site (100%)
Reports To: Department Supervisor / Project Leadership
Primary Responsibilities
Project Coordination & Document Management
- Document Control: Maintain, organize, and archive project files and electronic mailboxes to ensure data integrity.
- Reporting: Track project lifecycles and generate comprehensive monthly progress reports for leadership.
- Technical Support: Manage project specifications, change orders, and finalizations; facilitate research and resolve project-related inquiries.
- Data Oversight: Utilize Microsoft Access and other tracking systems to store, retrieve, and manage critical project data.
Executive & Administrative Support
- Executive Liaison: Provide high-level administrative presence while supporting two Vice Presidents in a fast-paced environment.
- Communications: Manage incoming calls, read and route correspondence, and draft professional memos, reports, and PowerPoint presentations.
- Meeting Management: Record and distribute minutes for Project Manager meetings; reserve conference rooms and coordinate with internal departments.
- Travel & Logistics: Coordinate complex travel arrangements and manage department calendars and rosters.
Office Operations
- Financial Admin: Collect and organize invoices/bills; manage weekly timecards for the team.
- Facilities Coordination: Order and maintain office supplies; arrange for equipment maintenance and setup.
- Event Logistics: Coordinate client and vendor luncheons, including catering set-up and breakdown.
- General Support: Oversee daily mail distribution, high-volume filing, and large-scale printing/mailing projects.
Candidate Requirements
- Professionalism: Exceptional interpersonal skills and a high degree of discretion are required for this executive-facing role.
- Technical Proficiency: Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint)
- Organizational Mastery: Proven ability to multitask, prioritize deadlines, and maintain meticulous attention to detail.
Education & Experience
Preferred Qualifications:
- Bachelor’s degree with 2+ years of customer service experience.
Alternative Qualifications:
High School Diploma (or equivalent) with a minimum of 3 years of customer service experience.