Administrative Coordinator

Administrative Coordinator

We are looking for an Administrative Coordinator to support daily office operations and provide dependable assistance to internal teams in San Diego, California. This long-term contract position is ideal for someone who enjoys creating an organized, welcoming, and efficient workplace while managing a wide range of administrative priorities. The role combines front-desk interaction, coordination of office services, record handling, and support for meetings, onboarding, and general business activities.

Responsibilities:

• Provide day-to-day administrative support to employees, managers, and department leaders while helping maintain smooth office operations.
• Welcome visitors, clients, and vendors professionally and serve as a reliable point of contact for general office needs.
• Oversee shared inbox activity, route requests to the appropriate team members, and communicate updates related to new client and job setup activity.
• Track workflow activity in internal systems, coordinate scanning and document handling for tax-related processes, and store signed filing confirmations in designated records platforms.
• Arrange conference room bookings, coordinate hotel or meeting space reservations, and support event and gathering logistics, including food planning and post-meeting cleanup.
• Manage incoming and outgoing mail, packages, and check processing, including maintaining daily receipt records and preparing deposits.
• Monitor inventory for office and kitchen supplies, place orders for materials such as stationery and business cards, and work with vendors to keep the workplace properly stocked.
• Support office equipment readiness by replenishing paper supplies in shared machines and coordinating issue resolution with technical support when needed.
• Maintain administrative calendars, assist with onboarding materials for new hires, and help track staff attendance, availability, and related updates as required.
• Coordinate facilities and security-related tasks, including access items, parking resources, and office key control when employees join or leave the organization.