Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator provides overall administrative support to AID's Funeral Services Division (FSD) and the Prepaid Funeral Benefits Division (PFBD). This position delivers higher-level coordination and management of office functions, supports leadership, and ensures efficient day-to-day operations. The role goes beyond traditional administrative tasks by requiring a proactive approach to problem-solving, project management, and team collaboration. The Administrative Coordinator plays a key role in supporting policy implementation, managing workflows, coordinating cross-departmental activities, and enhancing communication and operational efficiency.

This position requires on-site employment with no remote or hybrid options available.

Job Responsibilities and Expected Results

• Answering and redirecting calls — Serving as the main switchboard operator for the Arkansas Insurance Department.
• Processing outgoing mail – running all outgoing mail through the mail machine and delivering to the mailroom.
• Processing incoming mail and — sorting mail for each Insurance Department.
• Opening, stamping, and delivering mail to the appropriate FSD or PFBD staff; logging filings and reports; and posting payments received with incoming filings/reports.
• Scanning and indexing — Scanning and indexing documentation from licensee master files, exam files, and annual report files that fall outside the Department's records retention time frames.
• Database and tracking maintenance — Entering and updating various licensee data, filing/reporting information, and related details in multiple databases and tracking reports/spreadsheets.
• Documentation administration — Filing, copying, scanning, and printing various documents.
• Interpreting administrative directives — Interpreting agency administrative directives, policies, and procedures to ensure consistent application.
• Other duties as assigned — Performing additional tasks as assigned by the manager or director.

Primary Responsibilities

• Oversee the daily operations of the office, ensuring that office systems, procedures, and resources are efficiently managed.
• Monitor office supply levels, place orders, and manage inventory to ensure all operational needs are met.
• Ensure office equipment is functioning properly and arrange for repairs or maintenance as needed.
• Coordinate complex scheduling for senior staff, arranging meetings, conferences, and travel plans.
• Prioritize appointments and ensure that all participants are informed and prepared for meetings or events.
• Maintain accurate and up-to-date records for both physical and digital files, ensuring ease of access and compliance with relevant policies.
• Organize and manage filing systems for confidential and non-confidential information, ensuring adherence to state laws and regulations.
• Assist in evaluating existing administrative processes and recommend improvements to streamline operations and increase efficiency.
• Collaborate with team members and leadership to design and implement changes that enhance organizational performance.
• Manage internal communications, ensuring that memos, notices, and announcements are distributed efficiently and accurately.

Knowledge and Skills

• Ability to manage multiple priorities, tasks, and deadlines simultaneously.
• High attention to detail and accuracy in all administrative tasks, including document management, budget tracking, and scheduling.
• Strong verbal and written communication skills, with the ability to interact effectively with internal and external stakeholders.
• Ability to prepare clear, concise reports and correspondence that convey key information to various audiences.
• Strong problem-solving abilities to address administrative issues, resolve conflicts, and improve workflows.
• Strong skills in using office software applications (Microsoft Word, Excel, PowerPoint, Outlook), and familiarity with project management software or database systems.

Minimum Qualifications

• A high school diploma or equivalent is required, plus one (1) year of experience in administrative roles.