ADMINISTRATION COORDINATOR JOB DESCRIPTION

An Administration Coordinator handles the details that keep an office moving. Without someone owning calendar conflicts, correspondence backlogs, and vendor coordination, managers lose hours and commitments slip. This role holds those operational threads across front-of-house reception, HR paperwork, procurement, and internal communications, making it the connective layer between functional departments and day-to-day execution. It typically reports into an office manager, department head, or senior administrative lead and serves a mixed stakeholder base of internal staff, visiting contractors, and external suppliers.

What employers mean by cross-departmental connective work is rarely spelled out in a posting, so the inside view of this role fills in the day-to-day picture with real duty examples.

As the Administration Coordinator, you will manage daily office operations, including correspondence, scheduling, procurement support, and employee-facing HR administration, to keep the organization running without disruption. The role sits within the corporate operations function, supporting multiple departments and collaborating directly with HR, Finance, and functional managers across the business.

Career Impact: Experience coordinating across HR, Finance, and procurement functions builds the cross-functional fluency that advances careers toward Office Manager and Operations Manager roles.

Business Impact: When purchase orders, onboarding paperwork, and staff travel logistics are handled accurately, department heads can stay focused on their own deliverables rather than administrative gaps.

Growth Opportunity: Regular exposure to HRIS systems, vendor management, and multi-department coordination expands your operational skill set and increases your market value for senior coordinator and operations roles.

• Manage calendars, schedule meetings, and coordinate travel logistics for department managers to ensure all commitments are met on time.
• Serve as the first point of contact for staff, visitors, contractors, and suppliers entering or contacting the office.
• Support employee onboarding and offboarding by processing documentation, updating records, and coordinating access and equipment.
• Coordinate procurement tasks, including purchase order creation, invoice processing, and supply ordering across departments.
• Prepare and maintain correspondence, reports, presentations, and confidential filing systems for multiple stakeholders.
• Monitor and track incident tickets, expense reports, and action items, providing regular status updates to managers.
• Assist with HR administrative tasks, including benefit enrollment, recruitment paperwork, and employee engagement activities.

Because hiring teams weigh onboarding documentation rates and procurement turnaround as markers of precision, presenting these duties on a resume shows the format that converts those details into evidence.

• Bachelor's degree in business administration or a related field, or equivalent work experience.
• 2 or more years of administrative coordination experience, with demonstrated ability to support multiple managers simultaneously.
• Strong written and verbal communication skills with the ability to handle sensitive information with discretion and professionalism.
• Proven organizational ability, including prioritization, deadline management, and accuracy in document preparation.
• Ability to work effectively across departments and with external stakeholders, including vendors and contractors.
• Demonstrated competence with productivity and collaboration software suites commonly used in corporate office environments.

To judge whether your SharePoint and HRIS experience hits the mark, the posted qualification bar gives the benchmark employers actually use to filter candidates at this level.

• Prior experience supporting HR administrative functions including recruitment coordination or employee lifecycle documentation.
• Familiarity with enterprise procurement or finance systems for purchase order and invoice processing.
• Bilingual communication ability, particularly in a language relevant to the employer's workforce or client base.
• Experience coordinating events, meetings, or training logistics across multiple internal and external participants.

• Scheduling accuracy rate, measured by percentage of meetings and travel arrangements confirmed without rescheduling.
• Procurement turnaround time, tracking days from purchase request submission to order placement.
• Onboarding documentation completion rate, reflecting the percentage of new hire paperwork processed on time.
• Incident or request closure rate per week, measuring how consistently open tickets and action items are resolved.
• Correspondence response time, tracking average hours between incoming request and acknowledged or routed reply.
• Typical tools: Calendar and scheduling platforms (commonly Outlook or Google Calendar); document management (commonly SharePoint).

Scheduling accuracy targets and procurement turnaround benchmarks vary widely by organization size, and the career guide for this role maps what that scope means for pay and advancement.

• Base Salary Range: $42,000 to $58,000 annually depending on location and experience
• Bonus: Discretionary annual bonus of 3 to 6 percent of base salary
• Equity: Not typically offered at this level
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by organization
• PTO: 10 to 15 days annually plus standard federal holidays
• Common Perks: Professional development stipend, hybrid work flexibility, employee assistance program

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required for this position. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, veteran status, or any other characteristic protected under applicable federal, state, or local law. Employment in this role is contingent on successful completion of a background check. Candidates requiring a reasonable accommodation to participate in the application or interview process are encouraged to make that request at any time.

A procurement resume built here moves you to the screening stage.

Embedded within the operational department, the Administration Coordinator manages confidential correspondence, travel arrangements, and business documentation to keep daily departmental functions running without interruption. Working closely with line management and cross-functional personnel, this role ensures the timely dissemination of all incoming and outgoing matters and directly supports departmental and corporate initiatives.

Key Responsibilities

• Perform various secretarial and administrative duties.
• Handle a wide variety of office situations tactfully and refer enquiries to appropriate personnel.
• Manage and maintain a calendar of appointments, travel arrangements, and records of communication to meet line manager requirements and disseminate all incoming and outgoing matters.
• Provide business documentation support, including report writing, presentation creation, and spreadsheet preparation, and compile and maintain complete, properly filed reports and documents.
• Communicate and provide information internally and externally to enable effective administrative support.
• Refer routine matters to the appropriate persons and follow up on completion.
• Track department staff duty travel papers, including exit permits, tickets, per diem allowances, hotels, and visas.
• Establish and maintain a confidential filing system for all correspondence.
• Prepare and distribute correspondence, faxes, emails, and telephone responses.

Required Qualifications

• Relevant Vocational, Tertiary, or Trade qualification.
• Certificate in Computer Applications - MS Office (Word, Excel, PowerPoint, Access) preferred.
• Minimum 4 years of relevant experience.
• Excellent communication and computer skills.
• Ability to work in a cross-cultural environment.
• Ability to maintain confidentiality.
• Self-discipline, remain motivated, responsible, and focused.

Reporting to the store manager and division supervisors, the Administration Coordinator delivers administrative support spanning HR, finance, marketing, and special event coordination to maintain effective office workflow. Partnering with HR, Marketing, and Finance divisions, this role shapes employee lifecycle processes and day-to-day store operations to keep all functions running smoothly.

Core Functions

• Assist with recruitment processes, including application vetting, conducting interviews, screening and selection, onboarding, and all other practitioner procedures as defined by HR.
• Assist with filing paperwork and documentation relating to the employee life cycle, and create employee status changes within the HR SharePoint site, including termination, transfer, and accident checklists.
• Assist with benefit enrollment, nurture, and manage employee engagement and recognition programs.
• Serve as the point of contact for HR, Marketing, Finance divisions, and special event planning.
• Monitor and track internal and expense tickets, purchase, expense, and track store supplies, and monitor, order, and maintain store promotional materials.
• Count and balance drawers.
• Support internal HR-related inquiries and assist with special projects and other tasks as defined by management.

Qualifications & Experience

• High school diploma or equivalent.
• 2 years of administrative or managerial experience preferred.
• Proficient in Microsoft Office products, including Excel, SharePoint, Word, Teams, and Outlook; ability to quickly learn HRIS systems.
• Bilingual English and Spanish is a plus.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational and critical thinking skills.
• May be required to stand, walk, use hands for long periods, and lift to 30 lbs.

Sitting at the intersection of office operations and HR administration, the Administration Coordinator serves as the first point of contact for staff, visitors, suppliers, and contractors while supporting purchase order creation, employee onboarding, and offboarding processes. Operating across departments and reporting to management, this role builds a well-organized workplace by handling a broad range of administrative and HR duties with a high degree of confidentiality.

Primary Duties

• Serve as the first point of contact for staff, visitors, suppliers, and contractors entering the office.
• Answer phone calls, respond to emails, sort and distribute mail, and keep track of and order stationery and kitchen supplies.
• Organise and prepare meeting rooms, ensuring they are presented neatly at all times.
• Assist relevant departments with purchase order creation and invoice processing via SAP as required.
• Support successful onboarding and offboarding of employees, organise and distribute birthday cards and anniversary milestone frames on time.
• Perform various other administrative and HR duties as required.

Skills & Qualifications

• Minimum 2 years of demonstrated experience in administrative functions and office practices.
• Excellent written and verbal communication skills.
• Well-developed organisational and administrative skills, and strong attention to detail.
• Ability to multitask, prioritise, and manage own workload.
• Demonstrated ability to handle sensitive issues with a high degree of confidentiality.
• Excellent problem-solving abilities.
• Intermediate skill in Microsoft Office, including Outlook, Word, PowerPoint, Teams, and basic Excel.
• Experience with SAP highly advantageous.

A key member of the department support team, the Administration Coordinator owns scheduling of engineers for on-site, phone, and remote customer incidents while compiling quotations and closing off weekly incident records. Collaborating across internal and external stakeholders, this role delivers timely status reporting and administrative assistance that enables managers to sustain a high level of customer service.

Duties

• Schedule Engineers to attend to customer issues on-site, via phone, or via remote support.
• Compile quotations and statements of work.
• Manage and close off incidents each week.
• Work with internal customers to resolve issues and attend to internal requests.
• Provide regular status reports on incidents.
• Assist Managers with various administrative activities.

Requirements

• Strong administration experience in a fast-paced working environment.
• Experience providing a high level of customer service and support.
• Excellent computer skills with the ability to use various systems and the full Microsoft Office suite.
• Excellent verbal and written communication skills.
• Adaptable and flexible to handle multiple tasks.
• Sense of urgency to ensure customer needs are met.

Smooth delivery of Regional Clinical Operations across Central and Eastern Europe depends on the Administration Coordinator, who leads complex calendar management, travel logistics, legal document coordination, and data tracking to keep management and matrix teams aligned. Based within an international, cross-functional environment, this role builds effective working relationships with senior executives and global project teams to ensure all deadlines and operational priorities are met.

Functions

• Perform complex administrative functions, including proactive calendar management, organising meetings, travel arrangements, expense reports, purchase orders, and supply requisitions.
• Support managers in researching inquiries, tracking and interpreting data, and preparing draft presentations.
• Coordinate receipt, signature, and return of legal and paralegal documents.
• Maintain departmental SharePoint sites for Central and Eastern Europe and Turkey.
• Keep the team informed of need-to-know information, predict the needs of managers and the team, and produce desired outcomes with minimal supervision to meet all deadlines.
• Anticipate key issues and implement action plans based on changing priorities, interface professionally with senior executives, and matrix team members.
• Participate in BMS improvement projects at global, regional, and local levels.
• Handle confidential information with discretion and diplomacy.

Experience & Qualifications

• Bachelor's or Master's degree required.
• Extensive administrative experience in a fast-paced international environment, meeting planning experience, and scheduling multiple events for operating units and corporate meetings.
• In-depth knowledge of company internal systems, policies, and procedures.
• Experience working with international teams across cultures and management levels.
• Analytical skills in tracking, collecting, and interpreting numerical and other data.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), SharePoint, Travel and Expenses tools, and e-conferencing platforms.
• Strong verbal and written English communication skills.
• Flexibility and adaptability in a fast-changing, multitasking environment.
• Strong interpersonal skills with the ability to develop formal and informal relationships.

As the Administration Coordinator for a European member association, this role leads the full organisational and communication cycle for physical events, virtual webinars, and training programs across Europe. The association relies on this work to maintain close partnerships with external member organisations, manage supplier contracts and budgets, and ensure all events and documentation are executed with precision and follow-through.

Accountabilities

• Organise physical events and trainings, including venue arrangement, invitation management, supplier contracts, cost tracking, and budget and payment follow-up.
• Set up and host virtual webinars, including invitation and registration management, communicating with invitees, handling technical issues, and following up with action points and evaluations.
• Work with the external training center in Italy to manage course participation, communicate practical issues, and follow up afterwards.
• Prepare and coordinate team meetings, including room arrangement, agenda management, presentation support, meeting minutes, and action point follow-up.
• Manage all documentation and information within a SharePoint structure.
• Maintain close contact with external member organisations and partners across Europe.

Technical Qualifications

• Bachelor's or Master's degree required.
• Genuine interest in the technical energy field.
• At least one experience in the organisational and communication side of webinars, training, and events.
• Thorough knowledge of WebEx.
• Experience with the management of contracts and invoices an asset.
• Proficient in MS Office and intermediate SharePoint skills.
• Excellent written and oral communication skills in English (oral communication skills in French an asset).
• Detail-oriented, structured, and able to handle peak workloads.
• Proven ability to plan, organise, and establish priorities.
• Willingness to travel within Europe for short trips.

Administration Coordinator delivers front-line support across sales enquiries, repair scheduling, and order processing to keep both Sales and Technical teams operating without interruption. The work directly supports customer satisfaction by ensuring quotations, installation schedules, and repair coordination are handled accurately and on time.

Activities

• Attend to all incoming calls on sales enquiries and repair calls.
• Provide support to the Sales team on appointment setting and coordination.
• Prepare sales quotations and follow up with customers on confirmed sales orders.
• Process sales orders and schedule onsite installations, implementations, and training.
• Assist and coordinate scheduling of repair calls for technical engineers and IT staff.
• Work closely with Sales and Technical teams.
• Perform any other related administrative duties as assigned.

Professional Experience

• Diploma or professional qualification in any field.
• Experience in general clerical, administrative, sales coordination, or customer service work.
• Internet savvy with knowledge of Microsoft Office applications
• Able to multi-task and adapt to a fast-paced environment.
• Able to manage stress and work independently.
• Responsible work attitude with a cheerful personality.

The Administration Coordinator owns corporate event coordination, office supply management, and HR project support, providing the operational backbone that allows multiple internal teams to function efficiently. Collaborating with contractors and HR staff, this role produces well-run fundraisers, employee events, and cross-functional initiatives that reinforce a productive and connected workplace culture.

Operational Focus

• Lead and coordinate corporate activities, including fundraisers and employee events.
• Purchase and maintain office supplies, stationery, equipment, and furniture.
• Prepare for meetings and take management meeting minutes as needed.
• Coordinate corporate services with contractors.
• Support the HR team on various projects, including translating documents into Chinese.
• Order lunches for meetings.

Position Requirements

• Minimum 2 years of administration experience.
• Proficient in Microsoft Office software programs.
• Strong relationship-building skills.
• Solutions-driven with strong attention to detail.
• Ability to prioritize responsibilities.
• Discretion, professionalism, and confidentiality.
• Fluency in English and Chinese (written and spoken) preferred.

Reporting to management within the manufacturing sector, the Administration Coordinator produces daily service order processing and monthly reporting while managing customer scheduling for service and validation equipment. Working closely with service engineers and customers in private healthcare industries, this role advances operational accuracy and ensures KPI-aligned reporting cycles are completed on time.

Key Deliverables

• Liaise with customers regarding the scheduling of service and validation equipment.
• Manage day-to-day call-outs to the Private Healthcare industry.
• Check and file reports from service engineers.
• Send validation reports to customers.
• Conduct regular reporting processes in line with KPIs.
• Process daily service orders on Microsoft Dynamics
• Generate monthly service reports.

Knowledge, Skills & Abilities

• Minimum 1 year of experience in a similar administration, customer service, or coordination role.
• Good knowledge of MS Office Suite.
• Experience in Microsoft Dynamics is an advantage.
• Excellent communication and organisational skills.
• Must be a team player with the ability to work on your own initiative.

Reporting to lab and operational leadership, the Administration Coordinator develops comprehensive administrative support across procurement, budget management, travel, and event coordination to maximize the time scientific staff spend on research. Partnering with financial analysts, lab staff, and the Travel department, this role refines laboratory operational efficiency by managing assets, monitoring budgets, and serving as the primary liaison between labs and all operational departments.

Areas of Ownership

• Deliver superior administrative support, anticipate needs, investigate and resolve problems, and ensure resolution.
• Prepare complex documents, including letters, contracts, agendas, and itineraries.
• Maintain multiple office calendars; schedule and coordinate meetings, lab activities, conferences, and special events.
• Coordinate activities between labs and outside parties, and maintain laboratory files and locate information in a timely manner.
• Gather and research data to create reports.
• Submit orders for lab and office supplies and equipment.
• Research vendors, process invoices, reconcile credit card use, and track receipt of items.
• Process equipment justification forms.
• Collaborate with Purchasing on returns, replacements, and credits, and ensure all orders adhere to HHMI procurement policies.
• Act as the primary point of contact with lab staff and operational departments.
• Coordinate meetings related to open work requests; meet with department personnel to discuss project timelines and follow up on completion.
• Liaise with the Travel department to plan and coordinate business travel, produce itineraries, and arrange on- and off-campus events, and assist with relocation and expense reports.
• Collaborate with financial analysts on budget inquiries, variances, and overages, and initiate project IDs and monitor equipment justification forms for available funds.
• Assist with asset management - locate, tag, and update equipment records.

Background & Experience

• BA or equivalent job experience.
• Minimum 3 years of increasingly responsible administrative experience, preferably in a research environment.
• Knowledge of scientific terminology and familiarity with research laboratory operations are a plus.
• Advanced computer skills, including MS Office, Adobe Acrobat, and other technologies as needed.
• Superior ability to communicate information and ideas effectively.
• Ability to maintain high accuracy in preparing and entering information.
• Ability to prioritize workload, set deadlines independently, and complete projects in a timely and efficient manner.
• Ability to utilize internal resources and interact with all levels of the organization.
• Cooperative and service-oriented attitude.
• A positive self, team, and organizational message.
• Ability to handle confidential information with tact and discretion.