Administrative Coordinator

The Administrative Coordinator provides administrative support to teams across the company, coordinates office activities and appearance, and oversees the day-to-day activities of front desk operations.

• Provides administrative support to various departments, including creating documents, running reports, data entry, reconciliation, and paperwork tracking.
• Completes project work and ad hoc support for programs and events, such as trade show registration, creating new hire folders, ordering/distributing employee holiday gifts, and ordering flowers for employee life events.
• Manages internal processes such as Certificates of Insurance for suppliers and customers.
• Serves as designated onsite Notary Public.

• Maintains overall cleanliness and organization in common areas and decorates the office for holidays.
• Maintains office and janitorial supplies and sources cost-effective vendors, being mindful of the company’s sustainability initiatives.
• Creates shipping labels for Fed Ex, DHL, and other outgoing packages as needed.
• Assists in planning, set up, and clean up for onsite client and employee events.
• Manages relationship with cleaning service and obtains quotes for additional services as needed.
• Maintains a safe work environment in compliance with OSHA, food safety, and CTPAT requirements.

• Creates a positive and welcoming office environment for employees and visitors.
• Answers light phones, welcomes guests, and manages conference room schedules.
• Sorts and distributes incoming mail and packages.

• High school diploma or equivalent and 2+ years related experience
• Bilingual proficiency in English and Spanish preferred
• Basic to intermediate proficiency in Outlook, Excel, PowerPoint, and Word
• Ability to obtain Notary Public credentials
• Strong written and verbal communication skills
• Organized, detail oriented, self-starter with the ability to multitask and work effectively with conflicting priorities and deadlines
• Positive attitude, customer service mindset, and willingness to do whatever needs to be done
• Personable and welcoming with an innate sense of integrity, confidentiality, discretion, and tact
• Strong team spirit and the ability to work effectively with a variety of personalities; sense of humor a plus
• Ability to work standard hours of 7:45 am – 5:00 pm Monday – Friday and infrequent evening or weekend hours
• As the sole contributor in this role, reliable attendance is a must

The target hiring range for this position is: $20.00 - $24.00 per hour. Compensation is based on a variety of relevant factors, including prior work experience, skills, professional qualifications, and internal pay equity.