Administrative Coordinator

Summary: Serves as the first point of contact for Robroy headquarters, ensuring a professional, welcoming environment for visitors and callers, and provides administrative support for Robroy headquarters. While reception activities comprise approximately 25% of the role, the majority of time is spent on independent administrative support for executives, the Business Administrator, and HQ operations. This role requires strong organizational skills, proactive problem-solving, and the ability to manage multiple priorities with minimal supervision.

Essential Duties & Responsibilities

Reception (Approx. 25%)

• Answers and routes incoming phone calls promptly and professionally.
• Greets, screens, and directs guests, ensuring a positive first impression.
• Opens, sorts, and distributes mail and faxes.
  
  

Administrative & Office Support (Approx. 75%)

• Plans and coordinates logistics for HQ and Executive Operations meetings and employee gatherings.
• Prepares, reconciles, and submits HQ expense reports
• Processes HQ AP invoices
• Tracks, maintains, and orders office supplies and vendor services to ensure availability and cost control.
• Provides administrative support to the Business Administrator.
• Supports HQ personnel and executives with documentation, scheduling, travel, and communications as required.
• Liaises with vendors for building, grounds, and equipment maintenance; escalates issues as needed.
• Provides administrative support in documentation of the Wellness Program.
• Assists with compiling materials for and mailing The Bagpiper, and updates the address lists annually.
• Maintains manual and electronic filing systems with accuracy and confidentiality.
  
  

May run occasional local errands.

Other Functions

• Actively identifies opportunities to improve efficiency of office operations.
• Other duties as assigned.