Administrative Coordinator

The Administrative Coordinator & Executive Support position serves as the first point of contact for visitors while providing administrative support to the Executive Leadership Team (ELT) and corporate staff. This individual is responsible for coordinating executive travel, processing expense reports, maintaining office operations, managing office supplies, and ensuring common areas are organized, stocked, and professional. The ideal candidate is highly organized, customer-focused, and capable of managing multiple priorities with minimal supervision.

Key Responsibilities

Front Desk & Office Administration

• Greet and assist visitors, vendors, and employees in a professional and courteous manner.
• Answer and direct incoming phone calls.
• Receive, sort, and distribute incoming mail and packages.
• Coordinate outgoing shipments through FedEx, UPS, and other carriers.
• Maintain a clean, organized, and welcoming reception area.

Executive Leadership Team (ELT) Support

• Coordinate domestic travel arrangements for the Executive Leadership Team.
• Prepare and submit executive expense reports accurately and on time.
• Schedule travel accommodations, including flights, hotels, rental cars, and meeting logistics.
• Assist with executive calendars and meeting coordination as requested.

Office Operations

• Order and maintain office supplies for the corporate office.
• Monitor office inventory and replenish supplies before shortages occur.
• Maintain coffee stations, break rooms, kitchens, and beverage areas.
• Ensure conference rooms and board rooms are stocked with beverages, snacks, office supplies, and presentation materials.
• Coordinate catering and meeting setup for executive meetings, Board meetings, and company events.
• Work with building management and vendors to resolve office-related issues.

Administrative Support

• Provide administrative assistance to corporate departments as needed.
• Prepare correspondence, reports, presentations, and other business documents.
• Manage FedEx, Staples, and other corporate vendor accounts.
• Process and distribute documents requiring executive signatures, including bonds and legal documents.
• Assist with filing, scanning, recordkeeping, and document management.
• Support special projects assigned by leadership.

Qualifications

• Associate degree preferred; equivalent experience considered.
• 3+ years of administrative, executive assistant, office management, or receptionist experience.
• Strong Microsoft Office skills (Outlook, Excel, Word, PowerPoint).
• Experience with expense management systems and travel booking platforms preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Professional appearance and customer-service mindset.

Core Competencies

• Exceptional organizational skills
• Attention to detail
• Customer service orientation
• Professional communication
• Initiative and ownership
• Multitasking and prioritization
• Dependability
• Team collaboration

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Occasionally lift or move office supplies weighing up to 25 pounds.

Success Measures

A successful Administrative Coordinator will:

• Ensure executive travel is completed without scheduling issues.
• Process expense reports accurately and on time.
• Keep office and break room supplies fully stocked.
• Maintain a professional and welcoming front office.
• Support meetings with no last-minute logistical issues.
• Provide responsive administrative support to corporate staff while maintaining excellent customer service.

Schedule: Monday through Thursday, 7AM-5PM with 30 minute paid lunch break

Compensation: $25.00 per hour