What are the responsibilities and job description for the Business Administration Coordinator position at Arctic Data Services, LLC?
Business Administration Coordinator (Part-Time, Potential for Full-Time)
We are a small environmental consulting firm seeking a highly organized and proactive Business Administration Coordinator to support and streamline day-to-day business operations. This role is ideal for someone who enjoys taking ownership of administrative systems, keeping things organized, and supporting a small, technical team.
This is a part-time position (approximately 20–25 hours per week) with the potential to grow into a full-time role as responsibilities expand.
Applications will be reviewed starting April 21. Early applications are encouraged. The position will remain open until a suitable candidate is selected.
Key Responsibilities
Accounting & Financial Administration
- Prepare and issue invoices in coordination with project staff
- Track payments and follow up on outstanding invoices
- Maintain expense records and receipts
- Assist with bookkeeping and coordination with external CPA
Contracts, Insurance & Compliance
- Review and help prepare contracts and subcontracts
- Manage Certificates of Insurance (COIs) and related documentation
- Support insurance applications, renewals, and audits
- Track compliance requirements, deadlines, and key documents
Administrative Systems & Organization
- Maintain organized digital filing systems across projects and business records
- Develop and maintain templates for contracts, reports, and internal documents
- Support general administrative needs (scheduling, email coordination, etc.)
Business & HR Support
- Assist with onboarding paperwork and internal records
- Maintain training schedules and documentation
- Support general business administration tasks as needed
Project & Document Support
- Format and compile technical reports and deliverables
- Assemble figures, tables, and appendices into final PDFs
- Ensure consistency and professionalism across documents
Marketing & Media
- Maintain company website and social media pages
- Prepare promotional materials (fliers, statements of qualification, etc.)
Process Improvement
- Help organize and document internal workflows and SOPs
- Identify opportunities to improve efficiency and organization
Qualifications
- Strong organizational skills and attention to detail
- Proficiency in Microsoft Excel, Word, and PDF tools
- Ability to manage multiple tasks and work independently
- Strong written communication skills
Preferred (not required):
- Small business administrative experience
- Experience with bookkeeping, specifically QuickBooks Online
- Familiarity with contracts, insurance, or compliance processes
- Experience in consulting, engineering, or similar firms
What We’re Looking For
- Highly organized and reliable
- Comfortable working independently in a small team environment
- Proactive and willing to take ownership of tasks and systems
- Interested in helping bring structure and clarity to business operations
Growth Opportunity
This role has the potential to expand into a full-time position and grow into broader administrative or operations responsibilities over time, depending on performance and business needs.
Position Details
- Part-time: ~20–25 hours per week
- Flexible schedule (within normal business hours)
- Location: Fairbanks, AK
- Compensation: $28–$36/hour, depending on experience
- This position requires a background check and reference verification as a condition of employment.
Pay: $28.00 - $36.00 per hour
Benefits:
- Flexible schedule
- Paid time off
Work Location: In person
Salary : $28 - $36