Administrative Coordinator

Job Description

Job Description

Assistant Coordinator | Temp-to-Hire

Rutherford, NJ area

Monday–Friday, 8:30 AM–5:00 PM (Hybrid Schedule)

Position Overview

The Assistant Coordinator will provide administrative and operational support to ensure the successful execution and completion of client programs and events. This position involves coordinating post-event activities, maintaining accurate records, processing documentation, monitoring communications, and ensuring that all assigned tasks are completed accurately and within established timelines.

The ideal candidate is highly organized, detail-oriented, comfortable managing multiple priorities, and able to work effectively in a fast-paced, deadline-driven environment.

Primary Duties and Responsibilities

• Maintain and update program information within internal databases and management systems.
• Review, process, and reconcile attendee registration records and participation information.
• Manage virtual attendee records and prepare and upload attendance reports.
• Review and process expense submissions, ensuring accuracy and compliance with established guidelines.
• Monitor and manage shared email inboxes, responding to and routing approximately 50–75 emails per day across multiple inboxes.
• Prepare and distribute daily reports to assist with workload planning and task assignments.
• Monitor outstanding payments and follow up on pending items as needed.
• Communicate regularly with internal team members, external contacts, and program participants.
• Ensure all program documentation is complete, accurate, and properly maintained.
• Perform quality control reviews of data, records, and administrative processes.
• Provide general administrative and operational support to the broader coordination team.
• Manage multiple assignments simultaneously while maintaining accuracy and meeting deadlines.
• Respond to incoming emails and telephone calls in a timely and professional manner.
• Maintain confidentiality and adhere to company policies regarding sensitive information, privacy, and data security.
• Collaborate with team members to ensure the smooth execution of programs and related activities.

Additional Requirements

• Must be available to participate in a rotating after-hours telephone coverage schedule, typically between 5:00 PM and midnight Eastern Time. Coverage weeks will be assigned in advance.
• Ability to manage competing priorities in a high-volume environment.
• Strong attention to detail and organizational skills.
• Professional written and verbal communication skill

Established organization with room for growth!

Company Description

Established organization with room for growth!