Administrative Coordinator

Position Overview

We are seeking a highly organized and service-oriented Administrative Coordinator to support senior leadership and contribute to the efficient operation of a professional corporate office environment. This position plays an important role in maintaining day-to-day office functions, coordinating executive administrative needs, and assisting with company meetings and events.

The ideal candidate is proactive, detail-oriented, adaptable, and comfortable balancing multiple priorities while providing exceptional internal and external customer service.

Key Responsibilities

Administrative & Office Support

• Serve as a primary point of contact for visitors and guests, ensuring a professional and welcoming office experience.
• Coordinate incoming and outgoing correspondence, packages, and deliveries.
• Maintain conference rooms and shared office spaces to ensure readiness for meetings and daily use.
• Assist with scheduling and management of shared office resources and calendars.
• Monitor office supplies and coordinate replenishment of inventory as needed.
• Support document preparation, filing, record maintenance, and general administrative projects.
• Assist with technology-related office needs and collaborate with internal resources to resolve issues.
• Provide notary services when required or obtain certification within a designated timeframe.

Meeting & Event Coordination

• Assist with planning and execution of internal meetings, training sessions, and company-sponsored events.
• Coordinate logistics including room setup, catering, audiovisual equipment, and meeting materials.
• Track event-related expenses and assist with invoice processing and budget monitoring.
• Ensure all event details are executed efficiently and professionally.

Executive Administration

• Provide direct administrative support to senior leadership team members.
• Manage calendars, appointments, and scheduling priorities.
• Coordinate travel arrangements, registrations, accommodations, and related logistics.
• Prepare, edit, and proofread correspondence, presentations, and other business documents.
• Assist with expense reporting, reimbursements, and related administrative processes.

Qualifications

• High school diploma or equivalent required.
• Prior experience in an administrative, office coordination, executive support, or customer-facing role preferred.
• Ability to obtain notary certification within the first few months of employment.
• Strong organizational and time-management skills with the ability to manage competing priorities.
• Excellent verbal and written communication skills.
• Proficiency with common business software applications and office technology.
• High attention to detail and commitment to accuracy.
• Demonstrated initiative, professionalism, and problem-solving ability.
• Ability to adapt to changing priorities and learn new systems quickly.

Desired Attributes

• Positive, collaborative attitude.
• Strong customer service mindset.
• Resourceful and self-motivated.
• Dependable and trustworthy when handling confidential information.
• Comfortable working both independently and as part of a team.