Administrative Coordinator

JOB SUMMARY: The Administrative Coordinator provides administrative support to teams across the company, coordinates office activities and appearance, and oversees the day-to-day activities of front desk operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following as well as other duties and responsibilities that may be assigned.

Office Management (25%)

• Maintains overall office cleanliness, sanitization, and organization in common areas, conference rooms, and supply rooms, and decorates office for holidays.
• Manages relationship with cleaning service and obtains quotes for additional office and cleaning services as needed.
• Maintains appropriate inventory of office and janitorial supplies, sources cost effective vendors, and orders new items as needed, being mindful of company’s sustainability initiatives.
• Assists in planning, set up, and clean up for onsite client and employee events.
• Creates shipping labels for FedEx, DHL, and other outgoing packages as needed.
• Maintains a safe work environment in compliance with OSHA, food safety, and CTPAT requirements.

Administrative Support (65%)

• Provides ongoing administrative support to various departments, including creating documents, running reports, data entry, reconciliation, and paperwork tracking.
• Manages internal processes such as Certificates of Insurance for suppliers and customers.
• Completes project work and ad hoc support for programs and events, such as trade show registration, creating new hire folders, ordering/distributing employee holiday gifts, and ordering flowers for employee life events.
• Serves as designated onsite Notary Public.

Front Desk Management (10%):

• Creates a positive and welcoming office environment for employees and visitors.
• Answers light phones, welcomes guests, and manages conference rooms.
• Sorts and distributes incoming mail and packages.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following as well as other duties and responsibilities that may be assigned.

GENERAL JOB PERFORMANCE STANDARDS

KNOWLEDGE OF WORK - Possess and utilizes knowledge of the job which is essential to perform the specific functions and related work.

QUANTITY OF WORK - Accomplishes an appropriate volume of satisfactory work under normal conditions. Ability to produce results.

QUALITY OF WORK - Consistently demonstrates accuracy, thoroughness, neatness and dependability to produce work within acceptable standards.

TIMELINESS - Completes assignments on or ahead of schedule.

ABILITY TO LEARN NEW DUTIES - Interprets, learns and responds to instructions for new situations, procedures or methods.

JUDGEMENT and COMMON SENSE - Decisions/actions are sound, including safety awareness.

COOPERATION - Willing to work with others toward common goals.

COMMUNICATIONS - Demonstrates relevance and clarity of written and oral expression. Effectiveness in exchanging ideas and information.

INITIATIVE - Ability to originate, develop or create new ideas or take steps to get things done.

PROBLEM SOLVING - Identifies and evaluates alternate solutions and selection of the most appropriate course of action.

ATTENDANCE and PUNCTUALITY - Shows daily ability to be at work at scheduled time, including being prepared to work on time after breaks, meal periods and other authorized absences from work.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• High school diploma or equivalent and 2 years related experience.
• Bilingual proficiency in English and Spanish preferred
• Intermediate proficiency in Excel; basic proficiency in Outlook, PowerPoint, and Word
• Strong written and verbal communication skills
• Organized, detail oriented, self-starter with the ability to multitask and work effectively with conflicting priorities and deadlines
• Positive attitude, customer service mindset, and willingness to do whatever needs to be done
• Personable and welcoming with an innate sense of integrity, confidentiality, discretion, and tact
• Ability to work effectively with a variety of personalities with a strong team spirit; sense of humor a plus
• Ability to work standard hours of 7:45 am – 4:30/5:00 pm Monday – Friday and infrequent evening or weekend hours; as a sole contributor in this role, reliable attendance is a must

Pay: $23.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $23 - $26