Administrative Coordinator

The Administrative Coordinator is responsible for management of the main offices, maintaining office stock, internal company-wide communications, and providing administrative support to both the Executive Administrative Assistant and Accounting Department. The Administrative Assistant serves as the first point of contact for the company, creating a welcoming and professional environment for all visitors and staff. This role manages front desk operations, including greeting guests, directing inquiries, distributing mail, coordinating office deliveries, and assisting with office hospitality such as arranging lunches and meetings. Acting as the face of the organization, the Administrative Assistant ensures smooth daily operations and upholds the company's standard of professionalism and customer service.

The Administrative Coordinator provides essential support to the Executive Administrative Assistant, ensuring smooth and efficient daily operations within the executive office while also assisting with accounts payable and administrative accounting functions across all company entities. Responsibilities may include purchase order coordination, vendor communication, invoice processing, accounts payable inbox management, vendor statement reconciliation, and preparation of weekly administrative or accounting reports.

The role assists with calendar coordination, meeting logistics, document preparation, office management, and accounting support functions while embodying the company's core values of professionalism, integrity, and efficiency. Success in this position requires strong organizational, communication, multitasking, and data-entry skills, along with a commitment to confidentiality, accuracy, cost-effective practices, and consistent operational excellence in support of leadership initiatives.

This position reports directly to the Executive Administrative Assistant and operates as an integral extension of their responsibilities in overseeing administrative functions while supporting operational and accounting processes as needed.

Roles -

• Administrative Support-Assists the Executive Administrative Assistant with the execution of administrative duties, including calendar management, meeting coordination, and document preparation.Helpsorganize reports, memos, and communications to ensure the executive officeoperatesefficiently. Maintainsaccurateand accessible filing systems (both digital and physical) and ensures information is properly categorized for quick retrieval.
• Communication &Coordination:Supports the Executive Administrative Assistant in managing communications between executives, departments, and external partners. Drafts, edits, and distributes internal and external correspondence with accuracy and professionalism. Monitors incoming requests and ensurestimelyresponses in alignment with company standards.Helptomaintainthe internal bulletin systems and company communication boards.
• Meeting & Event Planning:Assists in planning meetings and events organized by the Executive Administrative Assistant, including preparing materials, distributing agendas, and managinglogisticssuch as catering and room setup. Coordinates with vendors and facilities for meeting support, travel arrangements, and company functions. Ensures all materials and environments are prepared for professional presentation.
• Office Management & Maintenance:Supports the Executive Administrative Assistant inmaintainingoffice organization, cleanliness, and supply inventory. Coordinates office supply orders, vendor communications, and maintenance requests. Monitors mail, deliveries, and interoffice communication flow to ensuretimelyhandling.
• Confidentiality & Compliance:Maintainsstrict confidentialityregardingall executives, personnel, and company matters. Adheres to company policies and compliance standards. Exercises discretion and professionalism when handling sensitive information or correspondence.
• Core Values:Serves as a role model by embodying and promoting the company's core values in all interactions, tasks, and decisions.
• Accounting & Accounts Payable Support:Assists with accounts payable processes, vendor communication, purchase order coordination, invoice intake, reporting, and reconciliation activities across all company entities.Ensurestimelyandaccuratehandling of accounting-related documentation whilemaintainingorganization, professionalism, and confidentiality.

Responsibilities (Key) -

• Report directly to andassistthe Executive Administrative Assistant in day-to-day operations
• Assistin managing shared calendars andcoordinateappointments, meetings, and conference calls as delegated.
• Prepare, proofread, and distribute memos, reports, and correspondence under the Executive Administrative Assistant's direction
• Assistin organizing andmaintainingfiling systems and record-keeping procedures
• Greet visitors, answer calls, and route inquiries with professionalism and courtesy
• Support company-wide communications, announcements, and internal postings
• Coordinate travel arrangements, itineraries, andlogisticsin partnership with the Executive Administrative Assistant
• Support event planning, including scheduling,logistics, vendor communication, and post-event follow-up
• Track office supplies andassistin processing purchase requests and invoices
• Help process expense reimbursements andmaintaindocumentation for expense tracking
• Provide administrative support to HR for onboarding and new-hire setup whenrequired
• Maintain inventory of company-branded merchandise andassistwith distribution
• Assistwith content preparation for company newsletters and electronic bulletins as directed
• Participate in administrative projects or assignments delegated by the Executive Administrative Assistant or leadership
• Supportdocument preparation and presentation materials for leadership meetings
• Reviewing and monitoring Accounts Payable inboxes daily
• Responding to vendor inquiries and distributing accounting-related communications to theappropriate companycontacts
• Creating, completing, and routing Purchase Orders (POs) for approval across all companies
• Importing and registering invoices into accounting systems whilemaintainingaccuratestatus tracking
• Processing vendor invoices as needed
• Assistingwith reconciliation of vendor statements andidentifyingdiscrepancies for follow-up
• Assistingwith preparation and distribution of weekly administrative or accounting reports, including pending invoice or PO approval reports
• Supporting communication between operations, vendors, and accounting personnel to ensuretimelyinvoice processing and approvals
• Maintaining organized digital records of invoices, POs, and vendor documentation
• Performing other administrative duties and specialprojects asassigned
• Support HR as needed

Expectations -

• Hold andmaintaina valid Transportation Workers Identification Credential
• Provide consistent, reliable administrative support that enhances the efficiency of the Executive Administrative Assistant and the broader leadership team
• Demonstrate strong organizational and time-management skills to prioritize multiple tasks effectively
• Exercise attention to detail to prevent errors, duplication, or unnecessary expenditures
• Communicate clearly, courteously, and professionally across all levels of the organization
• Uphold the company's Core Values in all actions and decisions
• Timely and accurately process purchase orders, vendor invoices and other transactions assigned byAccountingdepartment.
• Identifyopportunities to improve administrative processes and reduce operational waste
• Support cost-savings initiatives such as bulk purchasing, streamlined vendor coordination, and digital documentation practices
• Exhibit initiative and resourcefulness, completing assignments with minimal supervision
• Adapt quickly to shifting priorities andassistthe Executive Administrative Assistant with evolving needs
• Maintain a professional, dependable, and solutions-focused attitude in all interactions
• Excellent written and verbal communication skills
• Proven ability to manage confidential information with integrity
• Strong organizational and multitasking skills with attention to detail

Training, Certifications, Qualifications, and Education Requirements -

• High school diploma or equivalent required (Associate'sdegree preferred)
• Minimum 2 years of administrative or clerical experience (experience supporting an executive or senior administrator a plus)
• Strongproficiencyin Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Familiarity with Canva or Adobe for basic design support preferred
• Must pass pre-employment background check, physical, and drug screening

Physical Demands -

• Prolonged periods of sitting at a desk and working on a computer
• Occasional lifting of office materials and supplies up to 25 pounds
• Ability to navigate office and facility environments as needed
• Must be able tooperategeneral office equipment (printer, copier, scanner, etc.)