Administrative Support Coordinator

Job Title

Provide support throughout the project management lifecycle, including documentation and tracking.

General data entry to vendor and project sites with accuracy and in a timely manner.

Update insurance, expenses, and business information to project management platforms.

Perform pre-qualification and administrative functions to coordinate with project partners.

Manage vendor relationships related to office services and supplies.

Keep updated records of office expenses and costs.

Create a welcoming and professional first impression on behalf of the company.

Provide basic and accurate information in person and via phone/email.

Direct in-person visitors and phone calls to the appropriate person and office.

Ensure all work areas and communal spaces are well-maintained and stocked.

Receive, sort, and distribute daily mail and deliveries.

Maintain office security by following safety procedures and controlling access (e.g., monitor logbook, issue visitor badges).

Perform other clerical duties such as filing, photocopying, transcribing, and faxing.

Qualifications

Proven work experience as an Administrative Assistant, Front Office Representative, Data Entry Clerk or similar role.

Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and general office software systems.

Hands-on experience with office equipment (e.g., printers, scanners, & fax machines).

Professional attitude and appearance.

Solid written and verbal communication skills.

Ability to be resourceful and proactive when issues arise.

Excellent organizational skills.

Multitasking and time-management skills, with the ability to prioritize tasks while remaining attentive to visitor needs.

Handles sensitive company information responsibly and ethically.

Demonstrates initiative in identifying and resolving administrative issues.

Education, Experience, Certifications

High school diploma or equivalent; further training in office management is beneficial.

Previous experience in a front office, customer focused responsibility is preferred but not required.

Physical Requirements

Ability to sit or stand for extended periods.

Ability to lift and move up to 25 pounds occasionally (office supplies, materials, etc.).