Administrative Coordinator

General Tasks

• Answering phone calls and emails
• Greeting clients and visitors
• Communicating with senior managers and other colleagues
• Answering customers’ questions
• All types of business correspondence as directed by management
• Written communication such as compiling reports, memos, faxes, and other documents as directed by management
• Developing and distributing internal communications
• Using problem-solving skills to resolve office-related issues

Specific Tasks

Scheduling-

Scheduling tasks form a large part of this position. They include;

• Scheduling appointments for managers, employees, and clients
• General calendar management
• Maintaining the Company Job Scheduling Software (Co-Construct)
• Assisting with the Company Maintenance Scheduling Software (Blue Folder)
• Event coordination, including client lunches and office activities (parties, team-building activities, etc)
• Planning company staff meetings (Admin & Operational)

Organizing-

This position also involves carrying out a variety of organizational tasks. Adapting to shifting and competing priorities with ease, and maintaining databases, filing systems, and emails is key to keeping our office running smoothly. These organizational tasks include;

• Setting appointments
• Creating and maintaining office documentation
• Creating filing systems
• Filing various documents and maintaining databases
• Updating spreadsheets and other data entry tasks
• Creating email templates
• Storing sensitive information correctly
• Updating the company’s social media pages
• Setting up online conferences
• Updating employee handbooks and other relevant policy documents
• Maintaining and updating employees’ emergency contact information
• Maintaining and updating maintenance logs on company rolling equipment

Team Work-

· The ability to build solid, collaborative relationships with colleagues

· Adaptability and acting as a team player rather than a lone individual

· Practicing empathy and communicating well

· Keeping the broader business goals and objectives in mind while working on tasks

· Receiving and providing constructive feedback

Problem Solving Skills-

This position requires a combination of analytical, creative, and critical thinking skills, as well as a high level of attention to detail. These skills include;

• The ability to identify problems and decide on the best solution
• Come up with creative solutions to problems
• Confidence in decision making
• Communicate well when problems arise

Job Type: Full-time

Pay: $41,600.00 - $52,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person