Administrative Coordinator

Position Summary

The Administrative Coordinator is a flexible/adaptable administrative professional responsible for coordinating and performing the day-to-day functionality of the office and all things related, ensuring that the office operates efficiently and smoothly. This position assists with evaluation, revision, and creation of processes and systems to enhance office, human resources, and associated operations to ensure that employees can complete their work safely and efficiently. The Administrative Coordinator oversees and maintains the office environment and all associated inventory. This position also helps support the resolution of simple IT related problems, and otherwise engages the support of the third part IT vendor. They are a key member of the service team, operating the front desk and all office functionality, typically the first person that callers and visitors encounter, and are expected to be the face and voice of the office by making a great first impression on the phone and greeting office visitors. They exemplify safety and office/facility administration standards for their workplace based on legal requirements and reinforce with employees to help them understand these rules.

To be successful, they must demonstrate safe work habits, be detail oriented, have excellent time management and organizational skills, be able to problem solve/troubleshoot independently, be highly proficient in the use of office equipment and Microsoft Office Suite, maintain strict confidentiality, and have exceptional attendance. The Administrative Coordinator must be able to perform duties in a fast-paced environment with a sense of urgency while maintaining excellent customer service and the professional representation of company policies, procedures, and protocols. The Administrative Coordinator must be able to follow both written and verbal instructions and will work well alone or as part of a team. This position coordinates and performs the day-to-day operations related to office administration and supports human resources.

Essential Duties

1. Office Administration Support:

a. Ensure telephones are always answered and/or directed accordingly, setting to open/close, forwarding, or notifying rollover support personnel as needed

b. Ensure visitors are always welcomed and identify the purpose of their visit before directing them to the appropriate department

c. Maintain the office environment and associated inventory:

i. Ensure the lobby area is clean, organized, and a general welcoming environment (including updating the kiosk and flags as appropriate for visitors)

ii. Load and unload dishwasher as needed

iii. Restock breakroom/area supplies as needed

iv. Maintain supplies inventory of office, breakroom/area, janitorial, and any related inventory, including tracking and ordering with sufficient time to avoid running out

d. Oversee and coordinate all aspects of Visitor/Customer trips to organization:

i. Book travel, restaurants, and any other requested accommodations for visitors or for staff entertaining visitors

ii. Ensure the conference room is clean, organized, the refrigerator is stocked with drinks and condiments, and the snacks inventory is maintained for visitors or events

iii. Coordinate, order, and pick up breakfasts/lunches and ensure timely set-up for customer visits and company meetings as assigned/requested

iv. Maintain supplies inventory of polo shirts, gift bags, and any related inventory, including tracking and ordering with sufficient time to avoid running out

e. Support with liability insurance renewals and associated functions

f. Support with obtaining and posting required certificate renewals in association with office and business oversight

g. Schedule and coordinate repairs and maintenance related to office functionality as assigned

h. General administrative functions for all departments as assigned, including typing, data entry, and report creation/analysis as requested

i. Review and distribute incoming mail and prepare outgoing mail

ii. Provide administrative assistance, such as writing and editing e-mails, drafting memos, and prepare communications on the Management Team’s behalf as assigned/requested

iii. Complete office, safety, IT, and administrative related errands as assigned/requested

iv. Organize meetings, including scheduling and calendar maintenance, sending reminders, and organizing catering when necessary

2. Human Resources Support

a. Support the scheduling and preparation for all recruiting, on/off-boarding, and trainings; track completion/documentation and report/file as necessary

b. Assists Director of Administration, Office/HR Manager, and supervisors with tracking due dates of introductory and annual performance review process.

c. Drives employee engagement through effective communication, employee events and activities in collaboration with the Director of Administration and the Office/HR Manager

d. Support and assist with file maintenance and review, and preparation for all audits

e. Assists with data maintenance and integrity of the HR system(s); runs reports routinely or as necessary to analyze data for ongoing issues, projects or functions

f. Assist with analysis of incident reports, metrics and injury case studies or CAPA’s in order to institute changes that lead to a safer environment

g. Support maintaining documentation and associated postings of the company's safety procedures, accidents and related events per federal, state, and local laws and regulations

h. Plan and conduct/coordinate safety drills as needed

3. Assist in maintaining comprehensive and accurate records for all things related to office administration, human resources, and associated oversight

4. Review current processes and procedures, make recommendations for improvements in workflows, and support development/implementation of improvements upon approval

5. Establish good working relationships with current and new vendors within purview and regularly evaluate for best value, presenting options for alternative vendors and making changes upon approval

6. All other duties as assigned

Supervisory Requirements:

None.

Required Skills:

· Minimum 2 years’ experience with office administration and/or human resources support and coordination

· High level of interpersonal skills, customer service skills, and professionalism to handle sensitive and confidential information and situations

· Minimum Intermediate Level Proficiency Microsoft Office skills: Word, Excel, and Outlook

· Ability to take and follow direction(s), and to work well independently and as part of a team

· Ability to act with integrity, professionalism, and confidentiality

· Technical aptitude, attention to detail, and excellent follow-up

· Strong analytical and problem-solving skills

· Excellent interpersonal, negotiation, and conflict resolution skills

· Excellent organizational, attention to detail, time management, and follow-up skills

· Highly motivated, driven, and self-starting

· Excellent time management & organizational / networking skills

· Strong communication skills including writing, speaking and active listening with the ability to interact effectively with all levels of staff

Physical Requirements:

· Prolonged periods sitting at a desk and working on a computer

· Standing or Walking

· Alternate Sitting or Standing at Will

· Lifting or Carrying, Pushing or Pulling up to 20lbs.

· Reaching Overhead

· Stooping, kneeling, crouching or crawling

· Reaching At or Below Shoulder Level

· Near visual acuity

· Occasionally: responding quickly to sounds or when seeing dangerous situations

· Using hands and fingers to manipulate, handle, control, or feel objects, tools, or controls

· Keyboarding and operating standard office equipment

Job Type: Full-time

Pay: From $18.50 to $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Sparks, NV 89437: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Office Administration: 2 years (Required)

Work Location: One location

Job Type: Full-time

Salary: $18.50 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Sparks, NV 89437: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Office Administration: 2 years (Preferred)
• Total: 2 years (Preferred)

Language:

• Spanish (Preferred)

Work Location: One location

Salary : $19 - $22