ADMINISTRATIVE COORDINATOR JOB DESCRIPTION

Administrative coordinator work looks simple from the outside. Up close, it is the layer of operational infrastructure that keeps executive calendars from colliding, vendor invoices from aging into disputes, and meeting decisions from evaporating before anyone acts on them. The Administrative Coordinator owns this layer across a department or business unit, handling everything from expense reconciliation and records compliance to procurement and correspondence on behalf of senior leadership. In corporate environments, the role frequently spans multiple managers and cross-functional teams simultaneously. Few positions touch as many operational nerve points in a single week.

As the Administrative Coordinator, you will serve as the primary operational backbone for a department or leadership team, owning calendar management, expense processing, vendor coordination, and document control to keep day-to-day business running without interruption. You will typically report to a Director, Department Head, or senior manager, supporting multiple stakeholders across functions and acting as the first point of contact for internal and external inquiries.

Career Impact: Coordinating directly for Director and above-level leaders builds cross-functional visibility and a reputation for operational judgment that is difficult to develop in narrower support roles.

Business Impact: When expense reports are late, vendor contracts lapse, or executive schedules break down, entire departments slow down; the Administrative Coordinator is the person who prevents that from happening.

Growth Opportunity: The breadth of exposure - procurement, records compliance, budget monitoring, and executive communications - creates a natural path toward Office Manager, Operations Coordinator, or Executive Assistant roles at larger scope.

• Manage executive calendars and scheduling across multiple stakeholders, resolving conflicts and prioritizing time against department priorities.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and ground transportation for senior leadership.
• Process expense reports, reconcile purchase card transactions against receipts, and maintain accurate financial records within established budget guidelines.
• Prepare and distribute meeting agendas, capture and circulate meeting minutes, and follow up on action items to ensure commitments are met.
• Draft, proofread, and route confidential correspondence, reports, and presentations on behalf of department leadership.
• Maintain electronic and physical records management systems, ensuring documents are accurately filed and accessible in compliance with departmental standards.
• Coordinate vendor and supplier relationships by managing purchase orders, processing invoices, and obtaining required documentation such as certificates of insurance.
• Support office operations by monitoring supply inventory, liaising with facilities or building management, and onboarding new team members administratively.

• Bachelor's degree in business administration, communications, or a related field, or equivalent work experience.
• 3 or more years of administrative support experience, with demonstrated responsibility for executive-level scheduling and correspondence.
• Proven ability to manage competing priorities under deadline pressure while maintaining accuracy across multiple simultaneous workstreams.
• Strong written and verbal communication skills, with the ability to draft professional correspondence and present information clearly to all organizational levels.
• Demonstrated discretion in handling confidential personnel, financial, and organizational information.
• Solid understanding of procurement processes, including purchase order creation, invoice processing, and vendor documentation requirements.
• Proficiency with office productivity platforms, calendar management systems, and expense reporting tools.
• Strong organizational skills with a track record of maintaining structured records and consistent document control practices.

• Prior experience supporting multiple senior leaders or a cross-functional department simultaneously, including coverage planning during absences.
• Familiarity with budget monitoring and basic financial reconciliation, including general ledger tracking or departmental cost reporting.
• Experience coordinating large internal events, off-site meetings, or multi-day conferences, including catering, venue, and logistics management.
• Bilingual communication ability, particularly in a language relevant to the employer's primary operating regions or client base.

• Expense report cycle time, measuring how promptly submissions are processed and reconciled after each trip or period.
• Calendar conflict rate per month, reflecting scheduling accuracy across multiple concurrent executives.
• Invoice processing accuracy rate, tracking the percentage of vendor invoices entered and routed without errors or returns.
• Action item closure rate from meeting minutes, indicating follow-through on commitments captured and distributed.
• Records retrieval turnaround, measuring how quickly requested documents or contracts are located and delivered.
• Typical tools: calendar and email platforms (commonly Outlook or Google Workspace); expense management software (commonly Concur or SAP).

• Base Salary Range: $48,000 to $68,000 annually, depending on location and seniority
• Bonus: Discretionary annual bonus, typically 3 to 7 percent of base salary
• Equity: Not typically offered at this level in corporate settings
• Health Benefits: Medical, dental, and vision coverage; employer contributes to premiums
• PTO: 10 to 15 days vacation plus standard federal holidays; sick leave varies by state
• Common Perks: Hybrid work flexibility, professional development reimbursement, commuter benefits

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

Background check completion is a condition of employment for this position. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Applicants requiring a reasonable accommodation to participate in the hiring process are encouraged to make that request at any point during recruitment. Candidates must be authorized to work in the United States.

The Administrative Coordinator owns the full range of administrative support services for Energy & Facilities, including invoice processing, contracts management, and records maintenance across electronic and paper-based systems. Partnering with the Manager of Administration and cross-functional support staff, this role builds operational consistency that enables E&F to deliver services aligned with the organization's mission, vision, and values.

Key Responsibilities

• Provide administrative support services to Energy & Facilities, including invoice processing, contracts, and records management.
• Arrange group meetings and coordinate special events.
• Perform online verification of PCard transactions against submitted receipts and maintain financial records for each PCard user.
• Perform data entry, information management, database creation and maintenance, and report generation using Buy 2 Pay, Maximo, Adobe Sign, and Microsoft Suite.
• Maintain electronic and paper-based record-keeping systems and ensure all activity records are accurately filed and accessible.
• Provide customer service support and internal support on a variety of administrative activities in a professional manner.
• Ensure required office supplies and equipment are available and in proper working order.
• Manage contracts by obtaining Certificates of Insurance, updating and distributing contracts for signatures, and maintaining copies in shared drives.
• Process forms electronically and maintain copies in shared drives or other filing systems.
• Participate in establishing and implementing office policies and procedures, including reviewing and developing processes.
• Participate in department cross-training to provide backup for all support staff functions across E&F.
• Prepare and assist with meeting agendas, presentations, data collection, and meeting minutes.
• Interview applicants for support staff positions and oversee workflow of other support staff.
• Partner with others to achieve optimal delivery of E&F services and promote the mission, vision, and values of the organization.
• Perform special projects and assignments as delegated by the Manager of Administration.

Required Qualifications

• High School diploma required, college degree preferred.
• Minimum 3 years of experience in a related professional administrative setting.
• Bilingual in Spanish preferred.
• Demonstrated proficiency with Microsoft Office (desktop and mobile).
• Experience developing forms and surveys, and working with databases and complex systems.
• Must be able to perform complex technical and processing tasks, including data entry, with strong visual acuity.
• Strong interpersonal, communication, planning, and organizational skills.
• Customer-focused with the ability to work with a diverse constituency and project a professional demeanor at all times.
• Ability to manage multiple tasks on deadline and work both independently and as part of a team.
• Ability to work on campus and remotely as needed; must be able to sit, walk, and stand for long periods of time.

Embedded within the Office of Science, Innovation, National Laboratories, and Global Initiatives, the Administrative Coordinator delivers high-independence administrative support across scheduling, travel, financial reconciliation, and visitor coordination for two Assistant Vice Presidents. Working closely with leadership and external partners, the Administrative Coordinator advances the smooth operation of departmental functions that enable the university's global and scientific mission.

Core Functions

• Maintain calendars for the AVP Global and AVP Science, exercising discretion and judgment regarding priorities and effective use of time.
• Coordinate flights, hotels, ground transportation, and meetings for domestic and international itineraries.
• Maintain administrative and financial records, including detailed expense reports using the University's financial reconciliation systems.
• Pay invoices, reconcile expenses, and initiate transfers using UChicago procurement and payment systems.
• Prepare correspondence, coordinate visitors, and make meeting arrangements.
• Assist in organizing committee meetings and itineraries for visiting delegations, including preparation of materials such as itineraries, presentations, and reports.
• Staff events and meetings as requested.
• Populate and maintain CRM database.
• Resolve office problems independently and facilitate solutions, conferring with supervisor on complex issues.
• Order supplies and assist with other record-keeping as needed.

Qualifications & Experience

• Bachelor's degree required, vocational training or equivalent experience considered.
• Minimum 7 years of work experience in a related job discipline.
• Minimum 2 years of progressively responsible administrative experience.
• Familiarity with University of Chicago systems, processes, and academic and administrative landscape.
• Advanced Microsoft Office (Word, Excel, PowerPoint) skills.
• Familiarity with CRM software.
• High level of professionalism, tactfulness, diplomacy, and confidentiality.
• Outstanding verbal and written communication and interpersonal skills with exacting attention to detail.
• Excellent organizational skills with the ability to monitor multiple projects simultaneously in a fast-paced, dynamic environment.

Reporting to department leadership, the Administrative Coordinator shapes the full credentialing and privileging cycle for Marquam Hill providers, partnering with the OHSU Medical Affairs Office to ensure clinicians meet all administrative and compliance obligations. Coordinating FPPE, proctoring plans, APP skills labs, and new employee orientations, this role enables continuous regulatory readiness across the department.

Primary Duties

• Coordinate all aspects of Marquam Hill's new employee orientations, including department-specific onboarding, workflow overviews, and logistical support.
• Serve as the department's coordinator for all Marquam Hill initial credentialing, privileging, and re-credentialing, working with the OHSU Medical Affairs Office and leadership to ensure clinicians meet all administrative obligations.
• Coordinate FPPE for all Marquam Hill providers to ensure chart reviews are completed by the due date, and the OHSU Affairs Office is notified.
• Track proctoring plans for Marquam Hill APP providers, submit updates to the OHSU Medical Affairs Office, request extensions as needed, and coordinate APP skills labs throughout the year.
• Maintain and disseminate policies and procedures for faculty certification, licensing, and privilege compliance.
• Manage the provider certification and licensing database and notify providers of recertification opportunities.
• Serve as primary back-up to the front desk Administrative Assistant, assisting with mail distribution, supply orders, phone calls, and conference room and parking calendar management.

Skills & Qualifications

• Four years of general office or secretarial experience, or an Associate's degree in office occupations plus two years of experience, or a Bachelor's degree plus two years of experience, or an equivalent combination.
• Previous experience in a hospital or academic setting preferred.
• Demonstrated experience managing multiple concurrent assignments.
• Demonstrated proficiency with MS Office Suite, including advanced Excel and intermediate MS Access.
• Keyboarding proficiency with a minimum of 50 WPM.
• Experience with electronic calendars.
• Exceptional organizational skills, high attention to detail, and commitment to follow-through.
• High level of initiative with the ability to work independently and exercise sound judgment.
• Excellent communication, customer service, composing, proofreading, and editing skills.
• Demonstrable record of reliable attendance and punctuality.

The Administrative Coordinator delivers broad administrative support to the Director of Human Resources, Senior Managers, and the HR Leadership team, including budget tracking, procurement, and divisional project leadership such as the Office Space Strategy and Divisional workplan. Collaborating with the larger departmental administrative team and providing functional guidance to staff and students, this role builds the operational foundation that enables consistent, policy-compliant HR service delivery.

Functions

• Provide administrative support to the Director, Human Resources, Sr. Managers, and the broader HR Leadership team.
• Research, review, prepare, and organize correspondence, presentations, service requests, contracts, reports, emails, spreadsheets, files, and the Divisional newsletter.
• Schedule meetings, conference calls, and other events, respond to general inquiries and handle correspondence, complaints, and issues.
• Assess risks and impact of errors and recommend, develop, and implement administrative process improvements.
• Provide leadership on Divisional projects and initiatives such as the Divisional website, Office Space Strategy, and Divisional workplan.
• Perform budget tracking and monitoring, advanced data entry, and time reporting on SAP, while performing and supporting procurement and purchasing in accordance with the Purchasing bylaw.
• Provide functional guidance to other administrative team members, Records Specialist, and students, and set up and orient new team members.
• Participate as part of the larger departmental administrative team, providing relief and backup as required, and comply with relevant City policies.

Experience & Qualifications

• Post-secondary program in administrative or business support.
• At least 5 years of progressive administrative experience.
• Advanced computer skills, including Microsoft Office and SAP.
• Demonstrated ability to maintain confidentiality in a strong client-focused environment.
• Demonstrated project management skills with the ability to lead and coordinate Division-wide projects and proactively monitor and track Division-wide budget.
• Demonstrated ability to conduct procurement and purchasing activities and support others in performing these tasks.
• Ability to communicate effectively in writing and verbally with all levels of management, staff, elected officials, members of the public, and outside agencies.
• Experience supporting management staff in a multitasking environment with multiple and conflicting deadlines.
• Some light lifting and prolonged exposure to computer keyboards and screens.

Accurate and timely processing of high-volume authorization requests depends on the Clinical Administrative Coordinator, who performs data entry, e-fax routing, front desk reception, and cross-functional backup support within a County-contracted behavioral health managed care setting. Based within the San Diego service area and serving inpatient hospitals, providers, and County stakeholders, this role enables the clinical review process and uninterrupted care access.

Accountabilities

• Perform data entry of authorization requests, client information, and demographic and diagnosis updates into designated databases and the County of San Diego's EHR system.
• Process and track high-volume inpatient and outpatient authorization requests within established turnaround times and serve as backup for other Clinical Administrative Coordinator processes.
• Distribute work products to licensed clinicians for clinical review, sort and route incoming e-faxes, mail, and faxes; perform e-filing and scanning of documents for retention.
• Respond efficiently to incoming calls and provide prompt, courteous service to external stakeholders, including inpatient hospitals, providers, and County stakeholders.
• Operate standard office machines, including PC, DYMO label, phone, fax, scanner, and photocopy machine; interpret and respond to verbal and written instructions promptly.
• Perform front desk and reception duties professionally and courteously, and accurately direct visitors and calls to appropriate staff.
• Cross-train in Clinical Administrative Coordination and Utilization Management processes, support other sub-teams and the San Diego Access and Crisis Line as needed.
• Maintain, update processes, and perform other routine administrative tasks as assigned.

Technical Qualifications

• High School Diploma or GED required.
• Minimum 1 year of office or customer service experience, 2 years preferred.
• Experience in the healthcare industry is a plus.
• PC proficiency, preferably in a Windows environment.
• Experience with Microsoft Excel and Teams required; ability to obtain access to County EHR systems (Anasazi and WITS).
• Experience with multiple databases.
• Knowledge of ICD-9 and CPT codes preferred.
• Experience in a hospital, physician's office, or medical clinic setting is a plus.
• Ability to type and enter accurate data.
• Experience in a fast-paced environment.
• Strong customer service skills and innovative thinking.

Reporting to the department head, the Administrative Coordinator leads complex administrative support across single or multiple HIM departments, coordinating workflows, committee meetings, and executive-level reporting and correspondence. Partnering with senior HIM leadership and department staff, this role strengthens operational efficiency and enables the timely delivery of information and resources across the organization.

Duties

• Plan conferences for the department and the department head.
• Coordinate the workflow of employees and provide complex administrative support to single or multiple departments, organizing, planning, and prioritizing the work of others.
• Perform all responsibilities of an Administrative Assistant Sr.
• Provide input to presentations and other department work based on initial direction from supervisor.
• Review administrative procedures and operating practices and make recommendations to increase efficiency.
• Assist in recruiting, hiring, training, and evaluating the performance of employees.
• Analyze complex information requests and develop reports and statistical information for executive or department distribution.
• Develop and send correspondence on behalf of the department and department head, including meeting minutes and event communications.
• Coordinate committee meetings, including equipment setup, scheduling, communications, PowerPoint presentations, data collection, reports, minutes, catering, and attendance tracking.
• Coordinate calendars and schedule meetings and conference calls for the senior HIM team, including room reservations and catering.
• Create purchase orders, order supplies for all HIM offices and satellite locations, monitor inventory, and assist with expenditure monitoring using ePro.
• Make all travel arrangements and coordinate expense approval processing for approved meetings and trips.

Requirements

• High school diploma or equivalent.
• Minimum 5 years of experience in an increasingly responsible administrative support role.
• Advanced knowledge of business processes, procedures, and accounting and financial principles.
• Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and database software.
• Ability to analyze data and use discretion and independent judgment.
• Demonstrate a logical and pragmatic approach to researching, analyzing, and resolving issues.
• Good interpersonal communication skills.
• Superb attention to detail.

Administrative Coordinator oversees all administrative aspects of home buyer and seller transactions from executed purchase agreement to close, including escrow documentation, inspection coordination, and database management within a real estate sales environment. The work directly supports agents, clients, and escrow parties by ensuring the timely, accurate processing of paperwork and seamless communication throughout the transaction lifecycle.

Operational Focus

• Support sales agents, clients, and other parties with escrow-related paperwork such as appraisals, titles, and mortgage loans.
• Input client information into the database system, track transaction activities, and submit necessary documents to the office broker for file compliance.
• Arrange and attend closing-related events, including moving schedules, coordinate home inspections and negotiate and oversee completion of necessary repairs.
• Oversee all administrative tasks for home buyer and seller transactions from executed purchase agreement to close.
• Track and send out lockboxes, signs, and other marketing materials throughout the process.
• Manage and respond to client emails and inquiries promptly, handle all back-end paperwork, and submit to the appropriate parties to meet deadlines.
• Close out files, apply follow-up campaigns for future communications, and maintain and update the database.
• Communicate with team and agents throughout the process to prevent issues and support smooth transaction operations.

Knowledge, Skills & Abilities

• Background or knowledge of real estate, transaction coordination, titles, and mortgages preferred.
• Real estate license is a plus.
• Proficiency in Google Suite, MS Office, CRM, and project management software.
• Must have excellent organizational and communication skills with high attention to detail.
• Able to multitask and handle multiple transactions simultaneously in a fast-paced environment.
• Motivated to serve people, willing to go above and beyond.
• Able to work independently while handling strong personalities.

The Administrative Coordinator produces confidential correspondence, presentations, and departmental reports while providing standard administrative and staff support services to an internal department and its customers. Representing the Department to internal and external stakeholders and assisting Team Members as needed, this role advances smooth departmental operations through calendar management, meeting coordination, and organized records maintenance.

Key Deliverables

• Compile, prepare, and present PowerPoint presentation content for designated meetings, and distribute presentations to participants as required.
• Manage schedules and calendars, independently schedule appointments and conference calls, and coordinate travel arrangements.
• Coordinate and arrange staff and departmental meetings, including preparing agendas, securing facilities, ordering meals, taking minutes, and distributing as necessary.
• Compose and prepare confidential correspondence, reports, documents, presentations, emails, and faxes.
• Update and maintain key spreadsheets, contact lists, and various department reports, research, and gather information from internal and external sources.
• Review, sort, and route incoming and outgoing mail and faxes, prepare expense reports, and check requests.
• Organize and maintain department files.
• Maintain and order supplies within budgetary and departmental guidelines.

Professional Experience

• Associate's degree or equivalent from a two-year college or technical school, or equivalent combination of education and experience.
• Background in executive secretarial or office management preferred.
• High level of proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Working knowledge of Workday.
• Ability to learn other software as required.
• Strong organizational, time management, and communication skills with strong attention to detail.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to perform functions with a high degree of ethics and confidentiality.
• Must maintain a sense of urgency.

Embedded within a rapidly expanding People & Culture team, the Administrative Coordinator develops the applicant flow process by scheduling interviews, coordinating recruitment events, and implementing a new applicant tracking system within a biology and drug development environment. Working closely with Hiring Managers, Recruiters, and candidates, this role refines the recruitment experience to attract and retain talent that advances the company's immunology pipeline.

Areas of Ownership

• Manage the flow of applicants throughout the recruitment process, scheduling interviews, following up with applicants, and arranging travel bookings for candidates.
• Communicate updates about candidates effectively with Hiring Managers and Recruiters,
• Help coordinate post-interview debrief meetings.
• Work with the People & Culture team to implement a new applicant tracking system.
• Help coordinate internal and external recruitment events.
• Identify issues affecting recruitment and propose new initiatives to continuously improve the process.
• Conduct screening and preliminary interviews of potential new employees as needed.

Education & Experience

• Bachelor's degree, diploma, or certificate in Human Resources Management or a related discipline, or equivalent combination of skills and experience.
• Scheduling expertise with strong organizational skills.
• Able to juggle multiple and sometimes competing priorities with exquisite attention to detail.
• Tactful, thoughtful, and effective communicator.
• Self-motivated, fast learner, and creative problem solver.
• Willingness to learn about the company's technology and pipeline to support the various needs of the recruitment team.

Reporting to the CHI CEO and COO, the Executive Administrative Coordinator leads calendar management, travel coordination, and project management for executive and Board of Directors meetings, supporting a global nonprofit dedicated to youth experiencing homelessness. Partnering with the Leadership Council and site board members across the Covenant House network, this role enables seamless executive operations and board governance that advance the organization's mission.

Activities

• Provide administrative support to the CHI CEO and COO, managing their calendars, phone lines, travel reservations, expense reports, and corporate credit card statements.
• Schedule, coordinate, and project manage all meetings for the Executive team and Leadership Council, developing agendas, preparing presentations, managing virtual meeting platforms, and recording action items.
• Provide technical support to the CEO and COO on virtual meeting platforms, Google Suite, and other digital products.
• Greet guests of the CEO and COO, manage office access, and manage office supplies for executive and senior leadership teams.
• Support planning and execution of CHI-sponsored retreats, think tanks, round tables, staff events, and other activities, including Staff Day of Renewal, Health Fair, and Holiday party.
• Manage CHI conference lines and related expense tracking, place and distribute orders for Covenant House swag, respond to inquiries related to new CH locations, and support fundraising events.
• Provide administrative and logistical support for all CHI Board of Directors meetings and activities, including preparing agendas, drafting minutes, maintaining contact lists and calendars, and sending welcome letters to new site board members.

Position Requirements

• Bachelor's Degree in Human Services, Nonprofit Management, Business, or a related field required.
• Comparable experience in youth services and administration preferred.
• Non-profit experience required, and knowledge of homeless youth services and programming preferred.
• Experience managing virtual meeting platforms such as Webex and Zoom.
• Experience with event planning preferred.
• Proficient in Google Suite, Microsoft Office Suite, and Excel, tech-savvy with the ability to learn other web-based applications.
• Bilingual in Spanish strongly preferred.
• Strong written, verbal, and interpersonal, organizational skills, and attention to detail.
• Excellent project management and time management skills.
• Independent, flexible, and action-oriented with the ability to multitask and manage competing priorities.
• High level of professionalism, discretion, and confidentiality.

Sitting at the intersection of communications, research, and innovation, the Administrative Coordinator supports two distinct teams with meeting coordination, SharePoint documentation, event logistics, and webinar administration across a European member organization network. Operating across online and in-person formats and maintaining close contact with external partners, this role enables the organization's knowledge-sharing and energy-sector collaboration objectives.

Job Functions

• Support two teams (Communication and Research & Innovation) with administrative and organizational tasks.
• Prepare and coordinate team meetings, including arranging rooms or online meetings (e.g., WebEx), managing agendas, supporting preparation of presentations and documents, delivering meeting minutes, and following up on action points.
• Manage all content and documentation in a SharePoint structure.
• Support the practical organization of events, trainings, and seminars, including invitation management, coordination of practical aspects, contract management with suppliers, cost tracking, and budget follow-up.
• Set up and administer online meetings and webinars, managing invitations and registration, communicating with invitees, hosting the general part, handling technical issues, and following up with action points and evaluation.
• Maintain close contact with external member organizations and partners across Europe.

Minimum Qualifications

• Bachelor's or master's degree with a genuine interest in the energy field.
• At least initial experience in a Teams Assistant role with a variety of administrative and coordination tasks.
• Experience with contract and invoice management is an asset.
• Experience organizing online meetings through WebEx and other tools.
• Excellent written and oral communication skills in English.
• Good MS Office skills and intermediate SharePoint skills.
• Detail-oriented, structured, and communicative.
• Ability to plan, organize, establish priorities, and handle peak workloads.

Timely maintenance, repair, and commissioning of critical equipment depends on the Administrative Coordinator, who schedules and coordinates jobs across Aircon, UPS, Electrical, Fire Protection, and Environmental Monitoring systems while liaising with authorities, subcontractors, clients, and suppliers. Serving as the central administrative hub for the Technical Manager and Engineering team, this role enables compliant, on-budget technical operations through documentation, procurement support, and hotline management.

Day-to-Day Responsibilities

• Manage and maintain important equipment, including Aircon, Uninterruptible Power Supply, Electrical Board, Fire Protection System, and Environmental Monitoring System.
• Liaise with relevant authorities, subcontractors, clients, and suppliers on maintenance, repair, and Testing & Commissioning jobs.
• Answer the Technical hotline and update Emergency Call statistics, emailing the team for reference.
• Schedule and maintain the master schedule for maintenance, repair, Testing & Commissioning, E-call, follow-up, and ad-hoc jobs.
• Prepare and maintain Method of Statements, Standard Operating Procedures, checklists, and Risk Assessments for job site requirements.
• Assist the Technical Manager and Engineer in negotiating and procuring materials, equipment, and labor within the allocated budget; provide general administrative support to the team.

Qualifications & Experience

• Minimum Nitec, Higher Nitec, or Diploma in a related field.
• Minimum 1 to 2 years of relevant working experience.
• Competent in Microsoft Office.
• Team player with good interpersonal skills.
• Responsible, highly motivated, proactive.
• Able to work independently with a positive attitude and initiative.

Reporting to department leadership, the Administrative Coordinator oversees document assembly, auditing, and filing for reacquired vehicle cases in compliance with individual state titling and federal lemon law requirements. Partnering with manufacturers and internal teams, this role enables accurate, efficient resolution of automotive lemon law transactions through thorough attention to detail and strong organizational practice.

Scope of Work

• Assemble and mail all documentation related to reacquired vehicle management and associated manufacturers.
• Audit incoming cases to ensure process requirements are met.
• Identify, research, and resolve problems with documentation.
• File and organize incoming documents.
• Understand and carry out individual state titling requirements.
• Ensure accuracy within printed and digital files.

Skills & Qualifications

• High school diploma or GED, college degree in a relevant field preferred.
• Minimum 1 year of experience in administrative roles.
• Experience in banking, mortgages, or collections.
• Minimum 3 years of customer service experience.
• Proficiency in typing and Microsoft Office programs.
• Ability to learn new computer programs as necessary.

Administrative Coordinator advances the full scope of front-office and travel operations, managing reception, expense reporting, meeting coordination, and supply procurement for the Management Team and visiting candidates. Success in the position means senior management and new hires experience seamless logistical support, and the office environment consistently operates at a high standard of organization and professionalism.

Work Activities

• Answer the main reception phone and divert calls or take and distribute messages for appropriate persons.
• Coordinate office operations, including greeting and advising visitors, candidates, and vendors.
• Coordinate meetings by sending Outlook invites, securing meeting rooms, ordering lunch, and handling related logistics.
• Arrange national and international travel for management and new hires; provide ongoing office-based support while senior management is travelling.
• Create and maintain expense reports for the Management Team.
• Attend meetings, document, and distribute minutes.
• Perform administrative duties including sending courier packages, receiving post, handling invoices, copying, filing, faxing, and creating documents.
• Order office supplies and make payments on the office credit card; open and route mail and supervise office email inboxes.
• Organize the kitchen and monitor that it is in working order.

Knowledge, Skills & Abilities

• A-levels or equivalent.
• Strong understanding of Microsoft Office and expense management systems (Concur preferred).
• High level of technical proficiency in computer and phone systems, including iPhone, MS PowerPoint, Outlook, Excel, Word, SharePoint, and Microsoft Teams.
• Strong interpersonal, communication, and relationship-building skills.
• Ability to interact effectively at all levels of the organization and with external visitors.
• Detail-oriented with excellent time management.
• Organized, flexible, proactive, and able to handle numerous tasks and projects simultaneously with minimal supervision.
• Ability to maintain confidentiality.
• Ability to support multiple managers in a cross-functional team.
• Proficiency with numbers, including basic mathematical functions.

The Administrative Coordinator creates systematic administrative support for insurance claims operations, acting as team lead for support staff workflow, inventory control, fleet records, and liaison functions between operations and corporate headquarters. Collaborating with operations staff, the Crawford fleet department, and corporate departments, this role guides consistent compliance with Business Unit best practices and the Crawford Code of Business Conduct.

Performance Expectations

• Act as a team lead by organizing support staff functions and coordinating workflow; check, verify, and analyze the work of staff.
• Develop reports, perform system queries, and evaluate workflow processes to ensure compliance with Business Unit best practices.
• Administer inventory control for supplies; manage filing, storage, and retention functions; maintain equipment inventory and maintenance records.
• Organize agendas and materials for staff meetings, maintain fleet records, and liaise with the fleet department.
• Assist with supervision and implementation of system input, software, and database management.
• Respond to customer and client requests, escalating when necessary.
• Support the creation of new claims assignments in appropriate systems.
• Serve as liaison between operations and corporate headquarters departments to provide direction for answering questions and solving problems.
• Perform general administrative duties and participate in special projects as requested.

Professional Experience

• High school graduate or equivalent combination of education and experience.
• Minimum 4 years of experience providing administrative support to management.
• Intermediate Word and Excel skills and basic PowerPoint skills.
• Accurate typing or keyboarding skills.
• Ability to operate standard business machines.
• Ability to coordinate the workflow of other clerical employees.
• Strong attention to detail with the ability to multitask.
• Good verbal and written communication skills.
• Must complete continuing education requirements as outlined by Crawford Educational Services.

Embedded within the Office of Nurse Recruitment, the Administrative Coordinator coordinates the non-clinical aspects of nurse recruitment, including applicant and new hire paperwork processing, budget monitoring, and routine document preparation across hospital stakeholder groups. Working closely with internal and external customers and recruitment office staff, this role elevates the candidate and new hire experience by ensuring smooth communication flow and accurate administrative support.

Core Responsibilities

• Greet and respond to requests for information from internal and external customers.
• Coordinate preparation, completion, and general processing of all applicant and new hire paperwork.
• Assist in monitoring the budget within established guidelines.
• Plan for long- and short-term provisions of supplies and equipment to meet the needs of the Office of Nurse Recruitment.
• Organize and coordinate the general flow of communication within the Office of Nurse Recruitment.
• Prepare routine documents, including letters, memos, emails, reports, and forms; process internal transfer paperwork.

Education & Experience

• High school graduate or equivalent; college coursework in business or healthcare-related field preferred.
• Ability to manage and sustain multiple projects, as normally acquired through 3 years of work experience.
• Ability to use Microsoft Word at an intermediate level to produce routine correspondence.
• Knowledge of arithmetic functions and Microsoft Excel at a basic level to produce reports.
• Ability to communicate basic factual information and directions clearly and courteously, as normally acquired through a service-oriented environment.
• Excellent organizational, written communication, interpersonal skills, and problem-solving abilities.
• Ability to analyze and prioritize multiple tasks and make decisions quickly in a fast-paced environment.

Reporting to the Executive Director and Quality Head, the Administrative Assistant refines executive scheduling, travel logistics, expense reporting, and corporate document preparation in a pharmaceutical or biotech environment. Partnering with HR, hiring managers, and fellow administrative staff, this role enables the Quality group to operate efficiently through proactive, confidential, and high-quality administrative support.

Role Responsibilities

• Manage schedules and coordinate travel and logistics for the Executive Director and Quality Head.
• Prepare materials and presentations for meetings and set up rooms as needed.
• Process and complete expense reports.
• Answer and triage phone calls, and assist in managing email accounts.
• Provide general administrative support, including copying, maintaining files, and updating shared files on the server.
• Assist HR and hiring managers in coordinating interviews and greeting candidates.
• Assist with planning department meetings and events, including support for agendas and meeting minutes.
• Prepare various corporate documents using MS Word, PowerPoint, and Excel, and manage multiple calendars within MS Outlook.

Background & Experience

• Bachelor's degree or equivalent experience.
• Experience in an administrative role supporting Director or VP level and above, ideally in a pharmaceutical or biotech environment.
• Experience working with other administrative assistants in a team environment.
• Expertise in MS Office (Word, Excel, PowerPoint) and managing multiple calendars in MS Outlook.
• Experience with Concur preferred.
• Exceptional attention to detail with the ability to meet aggressive deadlines and prioritize competing time demands.
• Excellent written and verbal communication skills with the ability to partner effectively across all levels of the organization.
• Self-motivated with a strong sense of ownership, understanding of confidentiality and discretion, and ability to adapt in a constantly evolving environment.

Sitting at the intersection of scheduling operations and cross-functional communications, the Administrative Coordinator coordinates travel arrangements, meeting logistics, interview scheduling, and distribution list management for the GCC team. Operating across remote and in-person environments and providing backup support to a designated Administrative Coordinator, this role enables the GCC team to maintain organized, timely communication and staffing workflows.

Core Functions

• Resolve scheduling conflicts and coordinate travel arrangements, including preparing itineraries and processing expense reports.
• Schedule cross-functional meetings, respond to meeting requests, and coordinate, capture, transcribe, and distribute meeting minutes.
• Coordinate interviews for job openings on the GCC team.
• Manage distribution lists and organizational charts.
• Support communications and distributions for the GCC team.
• Provide backup support to the designated Administrative Coordinator and support administrative special projects.

Qualifications & Experience

• Associate's degree and 2 years of administrative experience, or high school diploma and 4 years of administrative experience, or 2 years in a technical school setting with hands-on experience.
• 2 or more years in an administrative support role, including experience supporting remote staff; Amgen experience is a plus.
• Knowledge of Microsoft Office (Word, Excel, PowerPoint).
• Flexible, self-starter able to work independently and in teams in a fast-paced, fluctuating environment.
• Excellent verbal and written communication, interpersonal skills to effectively establish and maintain professional relationships.
• Demonstrated ability to prioritize and manage multiple tasks, track and report status of assignments, and exercise sound judgment as a solutions-oriented problem solver.

A key member of the program administration team, the Administrative Coordinator supports the Director and Manager with scheduling, re-accreditation timelines, and the design of data collection instruments and reporting systems for critical program outcome indicators. Collaborating across staff levels, this role ensures that accurate, timely data is available to inform leadership decisions about services delivered and the impact of programming.

Day-to-Day Responsibilities

• Provide executive administrative support to the Director and senior staff, including scheduling, meeting arrangements, and travel coordination.
• Assist the Manager with the re-accreditation process, ensuring administrative timelines are met.
• Work with Manager and staff to identify, report, and develop instruments for collecting and assembling key program data elements and outcome indicators.
• Create systems for ongoing data collection, analysis, and trend reporting.
• Edit data for accuracy, completeness, and comparability.
• Assist the Director and Manager with reporting on critical information about those receiving service, the nature of services offered, and the impact of programming.

Skills & Qualifications

• High School Diploma or GED required, Bachelor's Degree from an accredited institution preferred.
• Minimum one year of data entry experience required.
• Working knowledge of computers, including personal computers and other office equipment, in the performance of statistical operations.
• Knowledge of basic mathematical and statistical methods and their application to the analysis and evaluation of health, social, economic, and other data.
• Great attention to detail and organizational abilities.

Timely project budget coordination, front office operations, and expat associate support depend on the Administrative Coordinator, who delivers bilingual English and Japanese administrative services while managing fleet administration, SAP Ariba procurement, and event planning for executive management. Based within a corporate setting and serving executive leadership and internal teams, this role coordinates the operational infrastructure that enables smooth daily business functions.

Scope of Work

• Provide executive coordination and bilingual services in English and Japanese.
• Coordinate and report on project budgets and hours to the General Office.
• Coordinate and support expat associates.
• Administer the company car fleet and manage front office operations.
• Perform SAP Ariba purchasing, consumables procurement, and inventory management.
• Manage uniforms, plan events, and coordinate catering.

Requirements

• Associate's degree minimum with 10 or more years of experience.
• Bilingual in Japanese and English.
• Budget analysis and reporting experience.
• Strong MS Outlook, PowerPoint, and Excel skills.
• Document and report creation experience.
• Ability to interact and communicate effectively with executive management.
• Must adhere to corporate confidentiality requirements.

Reporting to the Business Unit Director, the Administrative Coordinator guides timesheet review, attendance tracking, coverage coordination, and onboarding support across LAAs, Legal Assistants, and Business Analysts in a top-ranked global law firm. Partnering with the Workflow Coordinator and HR Business Partner to ensure payroll accuracy and policy compliance, this role elevates workforce reliability and operational consistency across the Business Unit.

Work Activities

• Review weekly timesheets for LAAs, Legal Assistants, and Business Analysts in Workday for accuracy, escalate and resolve questions with the Business Unit Director or Business Manager in advance of payroll submission deadlines.
• Follow up with employees who have not submitted timesheets on time and escalate non-compliance regarding time, attendance, and related policies to the Business Unit Director or HR Business Partner.
• Maintain, produce, and distribute quarterly attendance calendars.
• Collect, review, and approve time-off requests in Workday following Workflow Coordinator approval.
• Schedule bimonthly meetings with the Workflow Coordinator to review LAA absences and coordinate alternative coverage plans.
• Coordinate with the Workflow Coordinator and Business Unit Director to assign coverage, make coverage changes, or assign special projects.
• Check in on all business services employees before planned absences to ensure proper transfer of work and communication settings.
• Coordinate diary management practices weekly, ensuring timely diary entry, billing, and collections, and identifying substitutes during LAA absences.
• Liaise with HR Business Partner to gather and organize attendance statistics in advance of annual performance and compensation reviews.
• Schedule feedback and compensation discussions for Business Unit Director or Business Manager.
• Schedule firm-wide training rollouts for LAAs; schedule interviews and assist with onboarding as needed.

Position Requirements

• 4-year degree required.
• Minimum 2 years of law firm administrative experience.
• Project management experience is a plus.
• Strong hands-on knowledge of MS Word, Excel, PowerPoint, Outlook, DM, Interaction, Elite, InTapp, and Chrome River.
• Excellent written and verbal communication skills.
• Demonstrated ability to prioritize multiple projects and deliver high-quality results on time.
• Excellent attention to detail and organizational ability.
• High degree of professionalism and outstanding interpersonal skills.
• Capacity to work effectively with a variety of people at all levels.
• Ability to independently identify and address issues, make recommendations consistent with standards and policies, influence without authority, and work effectively in an intergenerational environment.

Administrative Coordinator coordinates freight shipment scheduling, driver appointments, BOL and EDI data entry, and end-of-shift reporting in a transportation operations environment serving outside agents, customers, and terminal staff. Success in the position means accurate, timely processing of broker and driver transactions in AS400 and continuous monitoring of customer accounts that keeps freight moving and billing resolved.

Performance Expectations

• Perform administrative duties, including fielding telephone calls and providing assistance to outside agents and other terminals.
• Order supplies and schedule driver appointments; send appointment requests via fax, email, and telephone, and update the system with appointment and shipment information.
• Input pick-up BOLs, update PODs, enter bills, upload and edit EDI files, and ensure COD and cash shipment payments are received before tendering to agents.
• Track and update system information on agent freight shipments.
• Follow up on POD reports and missed appointments with customers.
• Log customer interactions consistently and accurately in AS400.
• Monitor email at all times and check priority customers first each shift.
• Perform driver check-in at end of day, compile driver and broker data for manager reports, and send the end-of-shift report.

Background & Experience

• Minimum secondary education, post-secondary education preferred, or equivalent combination of education and experience.
• Previous transportation or operational experience preferred.
• Computer skills, including accuracy with MS products, AS400, and web-based programs; strong attention to detail.
• Advanced communication skills; demonstrated customer relationship skills and conflict resolution skills.
• Strong organizational and time management skills.
• Ability to multitask, prioritize in a deadline-driven environment, and work under pressure in a fast-paced setting.
• Results-focused with leadership and team-building orientation.
• Good troubleshooting and problem-solving skills with the ability to evaluate situations, respond quickly, and escalate accordingly.

The Administrative Coordinator crafts and publishes ongoing departmental news, manages multimedia production, including video recording and editing for YouTube and Vimeo, and maintains faculty profiles and program websites via the T4 Content Management System for the Department of Mathematics, Science, and Technology at Teachers College. Working alongside a programmer, online learning lecturer, and graphic designer, this role enables the department to communicate its research and programming to students, faculty, and the broader academic community.

Key Responsibilities

• Coordinate, proofread, format, and publish MST Department news on an ongoing basis.
• Maintain and update Department and Program websites via the Content Management System T4.
• Develop and manage Department multimedia, including recording, editing, and publishing recordings on YouTube or Vimeo, and linking them to Department and Program websites.
• Update and maintain faculty profile sites on the college's Content Management System T4.
• Manage social media accounts and photography for the Department.
• Coordinate events and assist with office administration tasks.
• Work with a programmer, a lecturer in online learning, and a graphic designer on multimedia projects in support of the Department.
• Proofread and write sections of grant applications under the direction of Department professors.
• Assist with and attend supplementary Department events such as colloquia, symposia, and conferences as needed.

Qualifications & Experience

• Bachelor's degree or equivalent combination of education and experience, current TC doctoral student preferred.
• Familiarity with the Department of Mathematics, Science, and Technology preferred.
• Strong computer skills with desktop productivity applications such as Microsoft Office Suite.
• Experience with Google Suite, Adobe Creative Cloud, Dreamweaver, or similar web page editing packages.
• Experience with video and web editing preferred.
• Excellent communication, organizational, and interpersonal skills with initiative and follow-through.
• Detail-oriented and self-motivated.
• Flexible and proficient at time management with the ability to manage overlapping projects, deadlines, and demands.

Embedded within a City Division, the Administrative Coordinator manages executive scheduling, public and in-camera report formatting, records management compliance, and special event coordination for a Director and senior leadership team. Working closely with the Health and Safety Superintendent and Division staff at all levels, this role strengthens the Division's governance by ensuring documentation, correspondence, and policy administration consistently meet corporate standards.

Core Functions

• Provide executive administrative support to the Director and senior staff, including coordinating all administrative aspects of the Director's office, such as scheduling appointments, meetings, and travel.
• Supervise Division administrative staff to ensure consistent and efficient delivery of administrative services across all program responsibilities.
• Format, edit, and coordinate submission of all public and in-camera Division reports prepared for the General Manager, City Council, and Standing Policy Committees.
• Prepare, edit, and circulate confidential correspondence on behalf of the Director and senior and supervisory staff; prepare agendas and minutes for weekly senior staff meetings.
• Oversee the Records Management System to ensure document filing complies with corporate standards.
• Assist the Health and Safety Superintendent with the administration of the Safety Management System.
• Coordinate registration to conferences, workshops, and training sessions for all Division staff and arrange travel plans.
• Plan and coordinate special events for the Division, including national and international meetings, conferences, and workshops.
• Receive, screen, and expedite email, telephone calls, written, and in-person enquiries and determine appropriate action.

Skills & Qualifications

• Graduation from a recognized business college.
• Four to six years of related senior secretarial and administrative experience.
• Demonstrated ability in supervising staff.
• Typing speed of 55 wpm; skill in operating office equipment, including a computer with Microsoft Office Suite, spreadsheet, database, and Health and Safety software.
• Ability to deal with sensitive information confidentially.
• Ability to compile and coordinate information to compose correspondence and reports.
• Ability to establish and maintain effective working relationships with the public and civic employees.
• Ability to work with minimal supervision.

Reporting to client leadership, the Administrative Coordinator manages SOP drafting, review, and government approval coordination while serving as the communications Point of Contact for internal departments and external parties on a government-facing engagement. Partnering with leadership and program stakeholders, this role strengthens the Process Asset Library and administrative policy infrastructure that enables mission-ready operations and compliant recordkeeping.

Primary Duties

• Deliver executive administrative support for leadership and assist the team with coordination, processing, and approval of SOPs and ongoing projects.
• Operate as a communications Point of Contact for the team and the client's internal departments and external parties.
• Assist with clerical and administrative duties, analyze and improve office processes and policies, and ensure smooth office operations.
• Provide primary meeting support, including drafting summary reports, agendas, action items, and transcripts of flip charts and artifacts.
• Draft, update, review, proof, and coordinate government approval of SOPs; support training requirements and develop training aids for government SOPs and administrative policies.
• Support the establishment of a filing system or Process Asset Library, and file all documentation, SOPs, and processes accordingly; support records management and cataloging of the SOP Library.
• Schedule and operate virtual meetings, coordinating calendars, sending invitations, establishing dial-in or web meetings, drafting agendas, collecting briefings, sending read-aheads, and capturing meeting minutes and action items.

Requirements

• Minimum Bachelor's degree required.
• Must be able to maintain government eligibility requirements.
• Good knowledge of the Microsoft Suite.
• Strong oral and written communication skills.
• Strong customer service and interpersonal skills.
• Excellent oral and written presentation skills.
• Ability to problem-solve using analytical abilities.
• Detail-oriented with a genuine desire to learn.

Sitting at the intersection of office management and people operations, the Administrative Coordinator designs the day-to-day operational environment of a growing tech company headquarters by managing facilities, scheduling, onboarding, event coordination, and client-facing document proofreading. Operating across leadership support, HR tasks, and special project management, this role enables the organization to maintain a positive, organized workplace as the company scales.

Duties

• Manage key corporate operations, administration, and facility management by liaising with building management and key vendors and contractors.
• Provide scheduling and logistical support to the Leadership team.
• Keep the office clean, organized, stocked, and running smoothly.
• Review client-facing documents with immaculate attention to detail.
• Copywrite and proofread a variety of marketing materials and corporate documents.
• Manage and coordinate a variety of special projects.
• Plan and coordinate activities and events such as team outings, company parties, in-office events, and lunches.
• Lead the onboarding of new hires, including day-one setup, new hire orientation coordination, and management of onboarding paperwork.
• Support hiring by scheduling interviews, reviewing resumes, and facilitating a great candidate experience.

Experience & Qualifications

• Bachelor's degree preferred but not required.
• At least 2 years of prior relevant experience.
• Exceptional organizational and communication skills.
• Excellent written communication skills and attention to detail.
• Independent and able to get things done while remaining a team player.
• Resourceful and eager to work and learn at a fast pace.
• Problem-solving mentality with a desire to consistently improve.
• Positive, collaborative, and always optimistic.

A key member of the Court Advocacy and Community Outreach team, the Administrative Coordinator manages data entry, monthly imports, and performance tracking for the Transitional Reentry Housing Project while supporting the Senior Director with correspondence, office management, and meeting coordination. Collaborating with subcontractors, funders, and internal staff, this role enables accurate reporting on reentry housing outcomes and strengthens the organization's data quality for funder accountability.

Accountabilities

• Provide administrative support to the Senior Director of Court Advocacy and Community Outreach, including writing and typing correspondence, compiling and reviewing reports, filing, copying, and faxing.
• Answer telephones, take accurate messages, and provide appropriate referral information; order and track office and program supplies and process purchase orders, check requests, petty cash, and metro cards.
• Organize and maintain the office environment in an orderly fashion.
• Assist with the development and implementation of programming and special events.
• Attend program and agency staff meetings, supervisions, and in-service trainings, taking minutes as needed.
• Track and report on the Transitional Reentry Housing Project, including tracking housing vacancies, performance indicators, and data entry into data management systems, and coordinate data entry with subcontractors.
• Compile and review monthly reports for accuracy and completeness; conduct monthly imports and exports of agency and subcontractor data; collect and clean data for funder reports; participate in internal chart audits.
• Handle coordination and follow-up of all internal and external communication.
• Represent the Senior Director at internal and external meetings when necessary.
• Assist with review of quarterly and annual reports, revise or draft program policies and procedures, and take the lead on special projects as assigned.

Minimum Qualifications

• Bachelor's degree preferred in public health, human services, criminal justice, sociology, or a related field, with a strong background in data management.
• 5 years of experience as a coordinator or administrative assistant for senior-level staff.
• Minimum 2 years of relevant work experience in data entry, administration, or reporting, preferably in a nonprofit social service setting.
• Experience with quality assurance and improvement.
• Strong computer skills, including Microsoft Word, Excel, SharePoint, and PowerPoint; Access is a plus.
• Strong analytical, administrative, organizational, and file management skills.
• Ability to complete work with precision and accuracy.
• Excellent organizational and time management skills with the ability to work independently, handle multiple priorities, and exercise independent judgment in a fast-paced, high-volume environment.
• Must communicate professionally and effectively in writing and orally with a wide range of internal and external stakeholders.
• Ability to build relationships with staff at all levels.
• Interest in or experience working with individuals with criminal justice involvement.

Reporting to the Choices program leadership, the Administrative Coordinator executes front office operations including customer support, curriculum materials shipping, and conference and workshop preparation in support of an educational organization dedicated to broadening historical thinking skills across diverse classrooms. Partnering with faculty and program staff, this role strengthens the organization's capacity to produce and distribute curriculum materials that reach underrepresented communities throughout the United States and beyond.

Key Responsibilities

• Democratize knowledge and provide accessible educational resources to reach diverse classrooms from all corners of the United States and beyond.
• Create content and programming that emphasizes building historical thinking skills.
• Create curriculum materials that foster the skills for students and teachers to be critical consumers of information and engaged global citizens.
• Take advantage of new research and scholarship that challenge how history is understood and provide new insight into the dynamics that shape the world.
• Challenge traditional narratives and broaden understandings of history and current events.
• Produce narratives that are relevant to all communities, including those that have been underrepresented in high school social studies curriculum and programming.
• assist in the operation of the Choices front office, including customer support, shipping of curriculum materials, and conference and workshop preparation.

Required Qualifications

• Associate's degree with 2 to 3 years of related experience, or equivalent combination.
• Experience in an academic or non-profit setting preferred.
• Experience with standard invoicing and billing procedures.
• Customer service experience with a strong service-minded philosophy.
• Highly proficient in financial reporting, spreadsheet applications, and Microsoft and Google platforms.
• Experience with various databases.
• Strong verbal and written communication skills.
• Attention to detail with the ability to manage multiple tasks and priorities in a fast-paced environment.
• Ability to work independently and collaboratively.
• Ability to problem-solve and troubleshoot.
• Demonstrated ability to support a community of diverse perspectives and cultures in an inclusive environment.

The business outcome of seamless branch-to-corporate coordination depends on the Administrative Coordinator, who runs front reception operations, manages vehicle and equipment administration, processes vendor invoices and expense reports, and serves as an administrative liaison with other branches and the corporate office. Based within a branch location and serving internal and external customers across company-owned and leased assets, this role enables consistent, professional business operations and supports event planning and data analysis as assigned.

Key Deliverables

• Perform front reception duties, including TSA screening and escorting of visitors.
• Draft memos, reports, payments, billing, and other business documents.
• Take and distribute meeting minutes; organize and maintain business files and records.
• Prepare expense reports and vendor invoices for payment processing.
• Schedule business meetings and conference calls.
• Coordinate with management and the corporate office to handle purchases of supplies and equipment needed for branch operations.
• Function as an administrative liaison with other branches and corporate office departments for the administration of company-owned and leased vehicles, leased equipment, business insurance claims, and other related tasks.
• Perform research projects or data analysis as assigned.
• Contact overseas offices for billing and payment transaction updates.
• Assist with event planning activities as needed.

Technical Qualifications

• Minimum A.A. degree, Bachelor's degree in liberal arts or business preferred.
• 2 to 5 years of prior work experience in an administrative capacity.
• Basic understanding of standard business protocol.
• Tech-savvy proficiency with MS Office (Word, Excel, PowerPoint) or equivalent Google applications.
• Effective written and verbal communication skills in English.
• Effective interpersonal and customer service skills.
• Ability to organize, prioritize, and multitask to complete assigned tasks on time with minimal supervision.
• Ability to maintain confidentiality and handle sensitive issues professionally.
• Demonstrate consistent exceptional customer service when interacting with internal and external customers, branch and company staff, and management.
• Ability to lift a minimum of 20 lbs.

Administrative Coordinator manages order entry and cost tracking in Oracle 11i and R12, accounts receivable collections, supplier invoicing, and customs documentation for an industrial manufacturing environment. The work directly supports project profitability by ensuring all costs, billing, and inventory are accurately assigned and that customer and supplier accounts are resolved promptly.

Operational Focus

• Supply insurance certificates or order required documents.
• Enter orders and costs in Oracle system (Oracle 11i, Oracle R12) for all jobs and initiate billing to ensure all costs and time are accounted for.
• Manage work-in-progress reports and Accounts Receivable reports.
• Work with customers to collect payment on Accounts Receivable issues.
• Open supplier accounts in the Eaton System; manage supplier invoicing issues and work with IT to resolve them; assign purchase orders to correct projects and ensure costs hit projects accordingly.
• Shop for the best pricing on office and shop supplies.
• Create all shipping documents and packing slips.
• Request and send export and import customs paperwork to the Eaton customs group using proper documentation.
• Obtain and maintain an inventory list of products to facilitate the ordering of required items.

Minimum Qualifications

• Excellent communication and interpersonal skills.
• Strong analytical aptitude and complex problem-solving skills.
• Strong knowledge of Microsoft Office applications.
• Knowledgeable in order entry and time entry software systems.
• Knowledge of Oracle 11i and Oracle R12.
• Ability to understand profit and loss statements, including margins, costing, sales, materials, labor, inventory, and absorption.
• Effective time management, prioritization, and project management skills.
• Ability to complete all tasks with limited direction.
• Demonstrated ability to provide excellent service and develop customer relationships to assure long-term satisfaction.
• Ability to leverage resources and relationships within the division and with customers to achieve success.

Reporting to agency and departmental stakeholders, the Administrative Coordinator develops and schedules social media content across platforms, including Twitter, managing asset creation, copywriting, weekly reporting, and live event content production for a growing company. Working closely with agencies and internal departments, this role builds the organization's social media presence and audience engagement through consistent, on-brand content delivery.

Core Functions

• Create and gather content, assets, and graphics for all social media segments and platforms.
• Write content for social posts and tweets to accompany created assets.
• Schedule Twitter content and manage other new platforms as business needs dictate.
• Work with agencies to ensure assets are delivered on time and compile weekly reports.
• Liaise with other departments for social media requests.
• Help socialize company events.
• Produce live content with talent.

Qualifications & Experience

• Bachelor's degree preferred with an emphasis in Social Media, Public Relations, Advertising, Marketing, or Design.
• Minimum 1 year of experience.
• Previous experience writing, editing, and creating social media content.
• Previous experience with social media platforms and design applications.
• Previous experience utilizing social media management and analytics tools.
• Must be able to work during non-business hours.

The Administrative Coordinator owns sales quotation preparation, appointment coordination, and order processing for onsite installations, implementations, and training while working closely with the Sales and Technical team in a Singapore-based operations environment. Collaborating with technical engineers and IT staff to schedule repair calls and coordinate customer service follow-up, this role enables timely, organized sales and service delivery across the business.

Key Responsibilities

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

Required Qualifications

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

Reporting to the Administrative Manager, Chief, and Lieutenant, the Administrative Coordinator manages procurement, financial reconciliation, payroll timekeeping, personnel processing, and fleet administration for a university law enforcement department, while also supporting emergency operations, including FEMA data collection and EOC logistics. Partnering with Staff Human Resources, the fleet department, and campus financial systems, this role runs the administrative and fiscal infrastructure that enables safe, compliant campus law enforcement operations.

Scope of Work

• Order equipment and supplies, research technical and specialized equipment purchases, and prepare BANNER forms for timely submission to campus.
• Renew annual Purchase Orders, close open encumbrances, resolve problems with vendors or campus units regarding purchases, and maintain departmental files related to general ledger transactions.
• Assist with travel arrangements, prepare travel advances and post travel expense reports, administer the Petty Cash fund, and maintain computerized databases for tracking payroll, overtime, and departmental expenses.
• Process recharges and journal entries for planned and unplanned events, verify the accuracy of charges, monitor general ledgers, resolve discrepancies, and adhere to campus financial and personnel policies.
• Perform duties of the Time Sheet Coordinator, updating employee schedules in CruzPay, collecting and verifying timekeeping documentation, and liaising with Staff Human Resources to reconcile employee time and attendance reporting.
• Prepare forms for recruitment, separation, or promotion of personnel, prepare new hire packets, maintain and manage personnel files.
• Maintain equipment inventory, track maintenance schedules, arrange repairs, manage surplus equipment, and oversee departmental vehicle registration and fleet administration.
• Act as receptionist for the 2nd floor, issue visitor badges, provide administrative support to the Administrative Manager, Chief, and Lieutenant, and support emergency operations, including FEMA data collection and EOC administrative and logistical support.

Education & Experience

• Related administrative and clerical experience required, BA or BS degree from an accredited institution preferred.
• Familiarity working for a public university.
• Experience working in a university law enforcement environment preferred.
• Experience with campus financial systems (Banner/FIS), Payroll Personnel System (PPS), purchasing system (CruzBuy), and Campus Data Warehouse systems preferred.
• Ability to complete journal entries and other financial transactions.
• Knowledge of standard accounting principles, practices, and terminology.
• Ability to conduct complex financial transactions in a fast-paced environment.
• Excellent computer skills with expertise in spreadsheet applications, word processing software, and database systems, with the ability to learn new applications as needed.
• Demonstrated organizational, filing, recordkeeping, and forms processing skills with strict attention to detail.
• Ability to prioritize a heavy workload and meet deadlines with frequent interruptions.
• Demonstrated ability to communicate effectively orally and in writing.
• Ability to interact professionally and tactfully with diverse groups.
• Ability to solve problems independently using good judgment.
• Ability to operate a University vehicle safely and legally.