Corporate Administrative Coordinator

Corporate Administrative Coordinator

The Corporate Administrative Coordinator is responsible for administering and coordinating key company processes related to Certificates of Insurance, business licenses, permits, vehicle registrations, and other corporate records. Perform other related duties and special projects as assigned.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable managing multiple recurring deadlines. This individual must be able to communicate professionally with clients, insurance brokers, government agencies, employees, and internal departments.

The position will report directly to the Human Resources Manager at the company's Corporate Headquarters in Ontario, California.

• Obtain, review, track, and maintain Certificates of Insurance (COIs) and supporting documentation.
• Assist with insurance audits, COI requests, and annual company insurance renewals.
• Coordinate insurance documentation with brokers, vendors, contractors, and internal departments.
• Serve as the primary coordinator for company business licenses, permits, and related registrations.
• Maintain a centralized and current listing of business licenses and permits by company, office, jurisdiction, and type.
• Track Final date to receive applicationss, renewal dates, filing requirements, fees, and supporting documentation and prepare and submit business license applications and renewals to the appropriate governmental agencies.
• Communicate with city, county, state, and other governmental agencies regarding applications, renewals, corrections, notices, and outstanding requirements.
• Coordinate the administrative aspects of company vehicle and truck registrations.
• Maintain accurate records for company-owned and leased vehicles, including registration information, title documentation, insurance cards, license plate information, vehicle identification numbers, assigned locations, and renewal dates.
• Track vehicle and truck registration expirations and coordinate timely renewals.
• Coordinate vehicle title applications, ownership transfers, registration changes, duplicate documents, replacement plates, and other vehicle-related administrative requests.
• Provide administrative support to the Human Resources department, as needed.
• Assist with preparing, organizing, distributing, and maintaining HR-related documents and records.
• Coordinate special projects and recurring administrative processes.

• High school diploma or equivalent required.
• Associate or bachelor's degree in business administration, human resources, risk management, finance, or a related field preferred.
• Two or more years of experience in corporate administration, insurance administration, business licensing, fleet administration, human resources administration, or a related position preferred.
• Experience managing recurring renewals, licenses, registrations, permits, or other deadline-driven processes preferred.
• Experience working with Certificates of Insurance and commercial insurance documentation strongly preferred.
• Experience communicating with insurance brokers, government agencies, clients, vendors, or contractors is a plus.
• An equivalent combination of education and relevant experience may be considered.

• Strong organizational and follow-up skills.
• Excellent attention to detail and commitment to maintaining accurate records.
• Ability to take ownership of assigned processes and follow matters through completion.
• Ability to manage multiple priorities, recurring deadlines, and time-sensitive requests.
• Ability to read and understand routine insurance, licensing, registration, and administrative documentation.
• Strong written and verbal communication skills.
• Ability to communicate professionally…