Administrative Coordinator
As an Administrative Coordinator for a non-profit social service agency, you will be vital in maintaining the office's efficiency and productivity. Your responsibilities will include carrying out various tasks across the organization. Your keen attention to detail and exceptional organizational skills will ensure that everything runs smoothly. We offer a relaxed work environment with a generous benefits package.This is an in-office position, Monday through Friday, 9 a.m. to 5 p.m. The ideal candidate will have a strong sense of adaptability, discretion, and excellent communication skills. You will have a diverse range of tasks to handle, with a primary focus on Marketing and HR, including the following primary
Responsibilities:
Special Events and Marketing:
Serve as the primary contact for and schedule and coordinate all internal and off-site events.Plan meetings and coordinate logistics, MOU's, ordering marketing materials, and reserving meeting rooms. Plan and execute company events, conferences, workshops, and team-building activities both on and off-site.Scout suitable venues, negotiate contracts, and manage logistics for events. Stock employee kitchens with necessary items and make coffee for special events as needed (shopping as required) Coordinate the production of marketing event materials. Coordinate the monthly newsletter and other specialized content, including posting content from trusted sites. Provide additional marketing and event support as requested by the CEO.HR Onboarding/Offboarding and File Support:
Assist the HR Director with recruiting activities, including conducting phone screenings of potential candidates. Oversee the distribution and collection of equipment during employee onboarding and termination -Maintain the electronic HR filing system, ensuring that all documents are organized and easily accessible. Assemble files for new hires, upload necessary documents, and maintain tracking spreadsheets. Provide additional HR support as requested by the Director of HR.Communication and Contract Management:
Maintaining communication with the Senior Leadership team via email to obtain internal approval of contracts and sign as requested.Maintaining the Intranet homepage and company website, updating it with welcome messages for new hires, special announcements, monthly birthdays, and anniversaries.Maintain an accurate phone list per department as part of onboarding/offboarding. Manage email correspondence:
Efficiently handle incoming and outgoing emails for various email accounts. Document Management:
Prepare contracts and reports:
Compile and format data into clear reports. Maintain contract files by company standards.Contract Management:
Obtaining signatures and keeping organized files, saving all contracts, MOUs, Letters of Agreements, and any other signed documentation in an appropriate file management system to ensure easy accessibility and record-keeping.Office Supplies, Equipment, and Inventory Management:
Maintained office supplies, including coffee and cleaning, and ordered them as needed. Communicate with the Director of HR to obtain approvals for anything out of the norm and ensure that the office is always stocked and running smoothly. Maintaining the laptop and other peripheral inventory, creating, and tracking equipment forms as required, and obtaining approval from the Director of HR before ordering any equipment. Committee Participation and Meeting Management:
-Participated in the Safety Committee and DEI committees, scheduled meetings, and act as a secretary for meetings. Create agendas and take minutes to ensure all the necessary details are covered and recorded. Participate in biweekly calls with the Director of HR and the Information Technology team.Vendor Relations:
Serve as a liaison between internal organization and contractors, Manage vendor relations with security companies (alarm and door), printers, Verizon, landlords, moving/furniture companies, shredding company cleaning companies, Ring Central, etc. Work with the account rep to maintain an inventory of cellular equipment (cellphones and jetpacks). Client and Team Support:
Book travel arrangements and event registrations as requested by the senior management team. Maintain contact lists:
Keep everyone connected.Requirements:
To be considered for this position, we require the following
Qualifications:
Proven
Experience:
You should have prior work experience as an Administrative, Virtual, or Office Admin Assistant to be considered for this role. Tech-savvy:
You should be familiar with office management systems and procedures and have proficiency in MS Office, especially in Excel and PowerPointTime management:
You should have the ability to prioritize tasks effectively.Attention to detail:
You should value accuracy and pay attention to detail.Strong communication skills:
You should have excellent written and verbal communication skills. Organizational skills:
You should easily handle multiple responsibilities and have an associate degree or higher along with additional administrative assistant or secretary qualifications. If you meet these qualifications and are ready to contribute to a dynamic team in a fast-paced environment, we would be happy to hear from you! Compensation details:
22-24 Hourly WagePI15b90cd9eadb-25448-34019732 Recommended Skills Adaptability Administration Agenda Development Assembly And Installation Attention To Detail Coordinating Apply to this job. Think you're the perfect candidate? Apply on company site $('.external-apply-email-saved').on('click', function (event) window.ExternalApply = window.open('/interstitial?jobdid=j3q68p6pgjfqwbzzvjl', 'ExternalApply-j3q68p6pgjfqwbzzvjl'); ); $(document).ready( function() $(#ads-desktop-placeholder).html(
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n Estimated Salary: $20 to $28 per hour based on qualifications.
Responsibilities:
Special Events and Marketing:
Serve as the primary contact for and schedule and coordinate all internal and off-site events.Plan meetings and coordinate logistics, MOU's, ordering marketing materials, and reserving meeting rooms. Plan and execute company events, conferences, workshops, and team-building activities both on and off-site.Scout suitable venues, negotiate contracts, and manage logistics for events. Stock employee kitchens with necessary items and make coffee for special events as needed (shopping as required) Coordinate the production of marketing event materials. Coordinate the monthly newsletter and other specialized content, including posting content from trusted sites. Provide additional marketing and event support as requested by the CEO.HR Onboarding/Offboarding and File Support:
Assist the HR Director with recruiting activities, including conducting phone screenings of potential candidates. Oversee the distribution and collection of equipment during employee onboarding and termination -Maintain the electronic HR filing system, ensuring that all documents are organized and easily accessible. Assemble files for new hires, upload necessary documents, and maintain tracking spreadsheets. Provide additional HR support as requested by the Director of HR.Communication and Contract Management:
Maintaining communication with the Senior Leadership team via email to obtain internal approval of contracts and sign as requested.Maintaining the Intranet homepage and company website, updating it with welcome messages for new hires, special announcements, monthly birthdays, and anniversaries.Maintain an accurate phone list per department as part of onboarding/offboarding. Manage email correspondence:
Efficiently handle incoming and outgoing emails for various email accounts. Document Management:
Prepare contracts and reports:
Compile and format data into clear reports. Maintain contract files by company standards.Contract Management:
Obtaining signatures and keeping organized files, saving all contracts, MOUs, Letters of Agreements, and any other signed documentation in an appropriate file management system to ensure easy accessibility and record-keeping.Office Supplies, Equipment, and Inventory Management:
Maintained office supplies, including coffee and cleaning, and ordered them as needed. Communicate with the Director of HR to obtain approvals for anything out of the norm and ensure that the office is always stocked and running smoothly. Maintaining the laptop and other peripheral inventory, creating, and tracking equipment forms as required, and obtaining approval from the Director of HR before ordering any equipment. Committee Participation and Meeting Management:
-Participated in the Safety Committee and DEI committees, scheduled meetings, and act as a secretary for meetings. Create agendas and take minutes to ensure all the necessary details are covered and recorded. Participate in biweekly calls with the Director of HR and the Information Technology team.Vendor Relations:
Serve as a liaison between internal organization and contractors, Manage vendor relations with security companies (alarm and door), printers, Verizon, landlords, moving/furniture companies, shredding company cleaning companies, Ring Central, etc. Work with the account rep to maintain an inventory of cellular equipment (cellphones and jetpacks). Client and Team Support:
Book travel arrangements and event registrations as requested by the senior management team. Maintain contact lists:
Keep everyone connected.Requirements:
To be considered for this position, we require the following
Qualifications:
Proven
Experience:
You should have prior work experience as an Administrative, Virtual, or Office Admin Assistant to be considered for this role. Tech-savvy:
You should be familiar with office management systems and procedures and have proficiency in MS Office, especially in Excel and PowerPointTime management:
You should have the ability to prioritize tasks effectively.Attention to detail:
You should value accuracy and pay attention to detail.Strong communication skills:
You should have excellent written and verbal communication skills. Organizational skills:
You should easily handle multiple responsibilities and have an associate degree or higher along with additional administrative assistant or secretary qualifications. If you meet these qualifications and are ready to contribute to a dynamic team in a fast-paced environment, we would be happy to hear from you! Compensation details:
22-24 Hourly WagePI15b90cd9eadb-25448-34019732 Recommended Skills Adaptability Administration Agenda Development Assembly And Installation Attention To Detail Coordinating Apply to this job. Think you're the perfect candidate? Apply on company site $('.external-apply-email-saved').on('click', function (event) window.ExternalApply = window.open('/interstitial?jobdid=j3q68p6pgjfqwbzzvjl', 'ExternalApply-j3q68p6pgjfqwbzzvjl'); ); $(document).ready( function() $(#ads-desktop-placeholder).html(
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n
n Estimated Salary: $20 to $28 per hour based on qualifications.
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