WHAT DOES AN ADMINISTRATIVE COORDINATOR DO?

Published: Nov 08, 2023 - The Administrative Coordinator assists the Manager with developing the annual budget for Elm Administration, coordinates record retention for the Association, and recruits, recommends, and supervises relief staff. Manages daily reception coverage, coordinates day-to-day activities with internal and external stakeholders, and makes process recommendations for operational excellence. Provides administrative support, participates in project meetings, and ensures efficient document flow and purchase order management.

A Review of Professional Skills and Functions for Administrative Coordinator

1. Administrative Coordinator Duties

  • Project Management: Accountable for driving progress on projects of all sizes across the business.
  • Progress Monitoring: Responsible for obtaining progress updates from colleagues and external contacts, challenging delays, resolving issues, and managing risks across complex tasks and projects.
  • Schedule Maintenance: Responsible for maintaining reports and project schedules, ensuring they are updated timely and accurately and communicated to all stakeholders.
  • Process Improvement: Responsible for proactively identifying opportunities to deliver process improvement where there is a benefit to the business.
  • Documentation Creation: Responsible for creating supporting documentation to aid the successful implementation of a service or system (e.g., process documentation, user guides).
  • Team Support: Supporting junior team members and training.
  • Record Keeping: Monitoring and maintaining accurate records.
  • Data Management: Accurate and timely recording of information on the IT system.
  • Fleet Management: Managing fuel card availability for the company's fleet.
  • Data Analysis: Running reports and tracking data, processing insurance claims.
  • Administrative Assistance: Providing administrative support to other team members.
  • Education Coordination: Serves as primary point of contact for employee education for client's newly hired employees, conducting presentations and one-on-one sessions.
  • Employee Support: Fields employee questions regarding benefit plans, providing resolution in a timely manner.
  • Benefits Management: Works in conjunction with Human Resources to develop education plan ahead of annual benefits Open Enrollment.
  • System Management: Assist with Benefits Administration system input, reporting, and maintenance.

2. Administrative Coordinator Details

  • Financial Management: Prepares invoices for postage, photocopier, courier, coffee, office, and stationary supplies for Elm Administration and inputs payables into the Finance system.
  • Supplier Coordination: Acts as a liaison between suppliers and program managers/staff to ensure adherence to purchasing policies and procedures throughout the organization.
  • Budget Development: Assists the Manager with developing the annual budget for Elm Administration.
  • Record Management: Coordinates the record retention for the Association.
  • Staff Management: Recruits, recommends hiring of, supervises, and books relief staff to cover reception for staff absences.
  • Reception Duties: Provides daily reception coverage for all breaks and lunch.
  • Stakeholder Coordination: Manages the day-to-day coordination with internal and external stakeholders.
  • Process Optimization: Makes process recommendations to achieve operational excellence.
  • Administrative Support: Provides administrative and clerical support to various departments.
  • Meeting Participation: Participates in technical design clarification and project meetings.
  • Project Coordination: Coordinates with project coordination team members, vendors, and subcontractors.
  • Document Control: Coordinates with document controller on design deliverables transaction to ensure smooth flow of documents.
  • Database Management: Inputs purchase orders into database.
  • Supplier Communication: Makes phone calls to suppliers to ensure the delivery schedule.
  • Purchase Order Management: Expedites purchase orders, assisting the purchasing team.

3. Administrative Coordinator Responsibilities

  • Project Development Assistance: Assist in the development of school based projects, initiatives, and other ad-hoc programs on behalf of the Head of School to achieve operational and strategic goals monitoring the project lifecycle.
  • Project Monitoring: Monitor, track, and report on the status of project deliverables to ensure projects are running in line with approved project plans and schedules.
  • Effectiveness Reporting: Assist in reporting on the effectiveness of projects through the development and delivery of progress reports and evaluations measuring timing, budget, and quality.
  • Executive Support: Provide support for the effective management of office operations and provide executive support to Head of School including confidential reception, diary/calendar and email management, coordination of meetings and management of all travel and accommodation arrangements.
  • Event Coordination: Assist with school events such as academic retreat, conferences, student research symposiums, and student awards including creating event registration webpage, organizing student prize payments, and external facilitators.
  • Project Administration: Coordinate project administration including coordination of workshops and meetings, minute taking, manage assigned actions and follow-ups and project status reporting.
  • Social Media Management: Assist the School Manager as directed in the delivery and management of social media campaigns across multiple platforms including but not limited to, LinkedIn, Facebook, Instagram, and Yammer.
  • Trend Analysis: Actively recognize new social media trends and platform developments, identify opportunities, and inform the wider team on new ways to connect with community.
  • Document Drafting: Integrate information from various sources to draft documents and correspondence for the Head of School including letters, emails, invitations, reports, presentations, and briefing notes.
  • Meeting Preparation: Ensure the Head of School is appropriately prepared for all meetings and completes any assigned follow-up items, providing assistance as appropriate and/or represent the School at meetings and report on outcomes to relevant stakeholders.
  • Health and Safety Compliance: Cooperate with all health and safety policies and procedures of the university and take all reasonable care to ensure that actions or omissions do not impact on the health and safety of yourself or others.

4. Administrative Coordinator Accountabilities

  • Front-Line Support: Serve as the front-line support for the office by answering the phone, screening and directing calls, and greeting office visitors and directing person(s) to the appropriate parties.
  • Travel Coordination: Make travel arrangements for the executive team and field technicians with exceptional attention to detail.
  • Administrative Support: Support company leadership and other key staff members through completion of administrative tasks, coordination of calendars, and assisting with travel arrangements.
  • Operations Support: Support operations team through completion of various administrative tasks such as tracking budgets, updating spreadsheets, tracking training and licensing, etc.
  • Calendar Management: Coordinate executives' schedules and manage calendars to ensure that activities are properly arranged and prevent conflict.
  • Office Management: Handle office tasks such as preparing meeting areas and presentation materials, answering emails and phone calls, and data entry.
  • Supply Management: Order and store office supplies, food and beverages for break rooms and meeting rooms, and schedule miscellaneous office services (water, housekeeping, etc.).
  • Event Coordination: Assist with coordination of luncheons, board meetings, events, and parties to include scheduling, logistics, reservations, decor, and food and beverage.
  • Regulatory Compliance: Learn, recognize, and apply global regulatory requirements to daily work and responsibilities.
  • Guideline Adherence: Complete all tasks and duties within the company's set guidelines and regulatory policies.
  • Issue Identification: Identify and escalate potential issues and review materials accurately.
  • Team Collaboration: Interact with peers, both internal and external, and function as part of a team

5. Administrative Coordinator Functions

  • Document Management: Organizes project files and required documents.
  • Reporting: Provides progress draw reports to project managers.
  • Communication Organization: Organizes emails and correspondence per job sites.
  • Project Support: Assists in the delivery and tracking of shop drawings throughout the project life cycle.
  • Documentation Preparation: Prepares project manuals and docs by collecting and organizing a variety of documentation.
  • Project Closure Assistance: Assists project managers with closing out completed projects.
  • Administrative Tasks: Performs various administrative duties such as filing, photocopying, collating, faxing, emailing, etc.
  • Supplier Coordination: Makes phone calls with suppliers for project coordination and billings.
  • General Administrative Support: Provides general administrative support.
  • Recruitment Support: Recruits, assists in the planning of yearly high school and college career fairs, job postings, marketing material, and occasionally performs as recruiter at high school career fairs.
  • Apparel Management: Assists in the periodic procurement of new company apparel, manages the orders, inventory, payment, and distribution of items.
  • Event Coordination: Assists in all events including volunteering, vendor gifts, employee appreciation, holiday parties.
  • Social Media Management: Assists in posting on company social media (Facebook, Instagram).
  • Website Management: Periodically updates current jobs and information on the website.
  • Crew Communication: Manages effective communication between crew and company.
  • Safety Compliance: Keeps a duplicate safety record of all checks and deposits for accounting, used for audit.
  • Supply Management: Keeps weekly record of major office supplies, orders 
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