The Administrative Coordinator is the central hub of office operations, responsible for ensuring smooth daily workflows, managing internal communications, coordinating schedules, and supporting various departments with clerical and organizational tasks. This role requires a proactive problem-solver with strong attention to detail, excellent communication skills, and the ability to multitask in a fast-paced environment.
Office & Operations Management
Maintain a well-organized office environment, including supply inventory, equipment maintenance, and vendor coordination.
Act as the primary point of contact for facilities, IT support, mail distribution, and visitor reception.
Ensure office policies and procedures are followed; recommend improvements for efficiency.
Scheduling & Communication
Coordinate internal and external meetings, including calendar management, room reservations, and technology setup (Zoom, Teams, projectors).
Answer and direct phone calls, emails, and mail; respond to general inquiries professionally.
Prepare and distribute internal announcements, memos, and staff updates.
Administrative Support
Assist with data entry, doent formatting, filing (physical and digital), and record retention.
Prepare reports, presentations, spreadsheets, and correspondence as requested by management.
Process expense reports, purchase orders, and basic bookkeeping tasks (e.g., invoicing, reconciling receipts).
Project & Event Coordination
Support department projects by tracking deadlines, organizing files, and communicating with stakeholders.
Plan and coordinate small-scale events, including team meetings, training sessions, or holiday parties (venue booking, catering, materials).
Human Resources Support (if applicable)
Assist with onboarding new hires (workspace setup, IT access, orientation scheduling).
Maintain personnel files, track time-off requests, and coordinate training logistics.
Qualifications
Required
High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
2+ years of experience in administrative support, office coordination, or related role.
Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) or Google Workspace (Docs, Sheets, Calendar, Gmail).
Strong written and verbal communication skills.
Excellent time management and ability to prioritize multiple tasks.
High level of discretion and professionalism when handling confidential information.
Preferred
Experience with project management tools (Asana, Trello, Monday.com) or CRM software.
Basic knowledge of bookkeeping or accounting principles.
Familiarity with remote collaboration tools (Slack, Zoom, SharePoint).
Certifications: Certified Administrative Professional (CAP) or similar.
Key Competencies
Organization & Attention to Detail – Rarely misses deadlines or errors in doents.
Proactive Problem-Solving – Anticipates needs and resolves issues before escalation.
Adaptability – Comfortable shifting between routine tasks and urgent requests.
Customer Service Orientation – Helpful, patient, and responsive to coworkers and external partners.
Tech Savvy – Quickly learns new software and troubleshoots basic IT issues.
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