Administrative Operations Coordinator

Job Description

The Administrative Operations Coordinator supports daily operational and administrative functions across multiple departments. This role ensures smooth communication, organized tracking systems, and reliable execution of routine tasks. As skills develop, the coordinator may take on more advanced support responsibilities for senior management.

Responsibilities and Duties

Administrative & Operational Support

• Perform accurate and timely data entry across platforms (GRP, Shared Drive, Velocity, internal logs).
• Maintain organized files, version control, and consistent formatting of documents and SOPs.
• Track deadlines, submissions, and compliance dates using standardized logs.
• Support internal audits, file cleanup, and documentation requests.
• Manage mail routing, shared folders, and routine business correspondence.
• Submit departmental expenses and maintain supporting documentation.

Housing Coordination

• Serve as point of contact for TKA-owned employee housing regarding move-ins, move-outs, and basic follow-up.
• Maintain accurate housing records: inventory, keys, maintenance tracking, vendor work orders, and logs.
• Track housing-related expenses and maintain structured documentation.

Fleet & Equipment Coordination

• Track registration renewals, inspections, and documentation for company-owned vehicles.
• Maintain logs for repairs, maintenance records, and service appointments.
• Coordinate with Maintenance and outside vendors for vehicle-related tasks.

Facility & Supply Management

• Order and maintain routine office and facility supplies (coffee, condiments, cleaning supplies, etc.).
• Support ordering for department needs (flags, nameplates, business cards, janitorial items).
• Manage routine Amazon, Uline, Sam’s, Lowe’s orders (etc.).

Internal Support & Logistics

• Assist with onboarding/offboarding tasks (badges, office setup, initial access requests).
• Maintain gift card logs and support Weekly Stops recognition program.
• Support internal events and recurring coordination tasks.
• Support the company travel process while reinforcing that all employees are responsible for booking their own travel through the corporate travel system.
• Assist employees who lack purchasing cards or cannot complete their own booking by either:
  • Walking them through the corporate booking portal (guidance only), or
  • Completing the purchase on their behalf only when required using approved company payment methods.
• Maintain and manage travel programs that Purchasing directly owns, including:
  • Avis corporate rental car account (reservations, updates, billing documentation)
  • Residence Inn group booking account for internal travelers visiting the TKA site

Event & Meeting Coordination (As Trained)

• Coordinate business lunches, internal meetings, and team activities with minimal oversight.
• Assist in scheduling cross-department meetings that require multiple stakeholder alignment.
• Attend select meetings as a designated note-taker and follow-up tracker.
• Escalate delays or unaddressed action items through approved channels.
• Assist with preparing simple agendas or meeting packets.
• Draft simple briefing outlines or visual summaries from provided content.
• Provide basic calendar scheduling / task creation support for managers under guidance.
• Convert verbal requests into structured tasks and tracking sheets.
• Compile data for leadership reviews, budget tracking, procurement summaries, and performance metrics.
• Support contract file organization, SOP formatting, and controlled document updates.

Qualifications and Education Requirements:

• High school diploma or GED required; Associate’s degree preferred
• 3 years of administrative experience supporting executives or multi-manager teams

Preferred Skills:

• Strong attention to detail and organizational habits
• Basic comfort with Microsoft Excel, Word, Outlook
• Ability to manage multiple tasks with clear prioritization
• Professional communication skills
• Discretion and confidentiality
• Willingness to learn systems and processes

Salary : $18 - $21