Administrative Coordinator I- Nashville, TN

General Office Position

This job is in the General Office job family, which covers positions that perform general office work auxiliary to the work of the organization. This includes clerical or administrative support position in the office, operating independently of any other such position in the office. The duties require knowledge of clerical and administrative procedures and requirements, various office skills, and the ability to apply such skills in a way that increases the effectiveness of others. The duties do not require a technical or professional knowledge of a specialized subject-matter area.

Physical Requirements:

Stand or Sit (Stationary position), Walk (Move, Traverse), Use hand/fingers to handle or feel (Operate, Activate, Use, Prepare, Inspect, Place, Detect, Position), Talk/hear (Communicate, Detect, Converse with, Discern, Convey, Express oneself, Exchange information), See (Detect, Determine, Perceive, Identify, Recognize, Judge, Observe, Inspect, Estimate, Assess), Reaching, Repetitive Motion

Function in the Job:

Sedentary Work- Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Job Function:

• Set up and receive shop processing orders for Nashville and Ft. Smith plants.
• Receive outside vendor transient orders.
• Provides receptionist support, answering, screening and transferring inbound phone calls.
• Primary backup to admin receptionist, below functions as time and urgency dictate.
• Generally responsible for completing basic, routine administrative tasks with detailed instructions.
• Performs a variety of office-oriented tasks to ensure effective administrative operations, office operations and staff support with a focus on customer service and general office skills.
• Ensures the maintenance of a working office environment and furnishes essential office supplies.
• Performs a wide range of administrative and office support activities for the organization and/or managers and supervisors to facilitate the efficient operation of the organization.
• Receives and directs visitors and/or clients.
• Assists with offsite meetings and event planning including coordination of travel, meals, accommodations and material requirements.
• Organizes and schedules meeting and/or office functions (including catered events) as requested.
• Coordinates with general office vendors while maintaining a professional vendor relationship.
• Provide administrative support by maintaining documentation and filing of as needed.
• Maintains and updates relevant organization charts, phone lists, and/or seating charts.
• Supports various ongoing company administrative programs by placing required orders, managing participant activations and changes, and maintaining documentation, and sharing relevant informational materials.
• Assists with preparing responses for general inquiries, requests, etc., as needed.
• Responsible for adhering to safety processes and protocols.

Required Skills:

• 1-2 years of relevant experience or any equivalent combination of education and experience that provides the required knowledge, skills, and abilities required.
• High School diploma/GED required.
• Strong computer proficiency and working knowledge of Microsoft applications (Outlook, Excel, Word, Powerpoint), as well as general office software platforms, Outlook calendaring, internet based search engines, and as standard office equipment required.
• Basic knowledge of clerical and administrative procedures and systems such as filing and record keeping required.
• Knowledge of principles and practices of basic office management required.
• Ability to exhibit high level of professional conduct in an office setting and maintain a professional appearance required.
• Ability to follow instructions accurately and with attention to details required.
• Proven customer service excellence required.
• Ability to multi-task, prioritize, and manage time effectively required.
• Ability to exercise discretion when handling sensitive/confidential information required.
• Excellent oral and written communication skills required.
• Ability to initiate and maintain cooperative relationships with co-workers, management, as well as internal/external customers required.
• Requires attention to detail, basic math, and calculating skills.
• Strong organization, computer skills, and working memory to identify any special instructions for customers
• Communicate with operations when issues arise to be fixed in a timely manner