Administrative Coordinator

Location: Tacoma, WAEmployment Type: Full-TimeAbout UsAircare International is the industry leader in emergency procedures training for business aviation. We have been in the business of training pilots, flight attendants, and flight engineers for over 40 years. About the RoleWe are seeking a detail-oriented and proactive Administrative Coordinator to provide essential support to our team. This role will manage the administrative aspects of multiple projects, ensure smooth day-to-day operations, and serve as a key point of contact between internal teams, contractors, vendors, and clients. The ideal candidate will be organized, resourceful, communicative, and comfortable juggling multiple priorities in a fast-paced environment.Key ResponsibilitiesProject Administration: Coordinate and track project activities, timelines, and documentation to ensure milestones and deliverables are met.Client Communication: Serve as an administrative point of contact for clients and other project stakeholders; respond to inquiries, share updates, and ensure professional and timely communication.Expense & Invoice Processing: Manage expense reports and contractor invoices; ensure accurate coding, approvals, and timely submission.Shipping & Logistics: Prepare and ship materials, supplies, and documentation as needed; maintain inventory of office, training center, and project materials.Document Management: Organize and maintain files, contracts, and project records (digital and physical).Phone Coverage: Answer and route incoming calls, transfer calls to appropriate staff, and assist with simple requests or questions from clients and partners.General Office Support: Assist with administrative tasks such as ordering supplies, coordinating travel arrangements, and supporting internal initiatives.QualificationsAssociate’s or Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent work experience).2 years of experience in administrative coordination, office management, or project support.Strong organizational and time management skills, with the ability to manage multiple projects simultaneously.Excellent written and verbal communication skills.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and/or Apple productivity software.Experience with expense reporting systems and basic accounting or invoicing processes a plus.Self-motivated, detail-oriented, and able to work both independently and collaboratively.Company DescriptionWe work with private flight departments around the world and provide all the updated information when it comes to traveling.