Administrative Coordinator

We are seeking a dynamic and highly organized Administrative Coordinator to join our team!

This vital role is dedicated to providing essential administrative support to the Administrative Team. The primary focus of this role is on reception management and collaborating closely with management to guarantee the seamless execution of administrative operations within the organization. In addition to routine tasks such as telephone management, data entry, and general administrative duties, this position plays a pivotal role in facilitating effective communication and coordination within the administrative framework.

The emphasis on providing direct support to management underscores the significance of this role in contributing to the overall efficiency and success of PSC's administrative functions.

Administrative Coordinator Tasks For This Role:

Reception & Front Desk Coordination

• Greet and sign in guests, clients, and vendors in a professional and courteous manner.
• Answer, screen, and route all incoming calls; take and deliver accurate messages.
• Monitor front door access, maintain visitor logs, and ensure proper notification to internal staff.
• Escort vendors and service providers as needed.
• Receive, sort, and log incoming mail, packages, and correspondence. Following protocols for receiving and handling fingerprint card submissions, customer checks, and vendor bills.
• Monitor FAX electronic folder, download receipt of faxes, log per office protocols, and distribute appropriately.
• Prepare outgoing mail, apply accurate postage, and coordinate distribution.
• Perform photocopying, scanning, and filing tasks as assigned.
• Maintain client and vendor files per office protocols.

Office Supplies & Facility Support

• Monitor and notify leadership of restocking needs for office, kitchen, and bathrooms. Organize and restock supplies when received.
• Manage basic cleaning or tidying duties when custodial staff is unavailable.
• Maintain supply levels for fingerprinting or client-facing services as directed.
• Coordinate basic maintenance and service requests for office equipment (e.g., support printers and/or copiers with paper, toner, service calls).
• Submit and track IT help desk tickets in coordination with the IT vendor
• Maintain communication with the leadership on progress or follow-up.
• Initial client file set-up to include fully preparing individual case files, labeling the files, and encoding status when complete.
• Monitor incoming submissions and responses from clients and file their submissions and responses according to office protocols and procedures.
• Accurately maintain all case records, including call logs, verification notes, and supporting documentation, following documentation and audit-readiness standards.

Administrative Support

• Complete tasks as requested by leadership, including logistics for internal meetings or events (making copies for staff meetings, setting up Zoom for remote workers, and similar).
• Provide administrative support including data entry, filing, and report preparation.
• Assist in maintaining a well-organized office environment to support team efficiency.

Education and Experience you must have:

• Two (2) years of administrative assistant, clerical or related experience.
  · High school diploma or equivalent.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite.
• Previous experience in administrative support or reception roles preferred.
• Ability to maintain confidentiality and handle sensitive information with discretion.