ADMIN COORDINATOR

Administrative Coordinator

Public Alliance, a division of The Management Trust, provides management services to special districts in Colorado, including metropolitan and water districts. Our team partners with Boards of Directors and professional consultants to provide responsive service, effective administration, and strong operational support.

The Administrative Coordinator provides high-quality administrative support to our District Managers, with a primary focus on preparing board meeting materials and maintaining accurate, professional district records. This position creates meeting agendas, assembles comprehensive board packets, and transforms District Manager meeting notes into clear, polished meeting minutes for our client districts.

Working across multiple districts, the Administrative Coordinator coordinates documents and information from District Managers, attorneys, accountants, engineers, and other consultants to ensure meeting materials are complete, accurate, organized, and delivered on schedule.

We're looking for a highly organized professional with excellent writing, proofreading, and document-production skills who enjoys managing details, producing polished work, and balancing multiple recurring deadlines.

This is an in-person position, Monday through Friday from 8:30 AM to 5:00 PM, based at our office near Hampden and Tamarac in southeast Denver.

Key Responsibilities

Board Meetings & District Manager Support

• Prepare board meeting agendas using established district requirements and templates.
• Coordinate with District Managers, attorneys, accountants, engineers, and other consultants to gather materials for upcoming board meetings.
• Assemble, organize, proofread, and distribute comprehensive board meeting packets, ensuring materials are complete, accurate, and professionally presented.
• Track board packet deadlines and follow up with internal staff and outside consultants to obtain required materials.
• Transform District Manager meeting notes into clear, accurate, and polished board meeting minutes using established formats and standards.
• Incorporate District Manager review and revisions into final meeting minutes and maintain approved versions in district records.
• Provide administrative support to District Managers across multiple client districts.
• Draft, format, proofread, and distribute professional correspondence, reports, notices, and other district documents.
• Assist District Managers with follow-up items, research, document preparation, and recurring administrative projects.
• Track deadlines, assignments, and outstanding items to help ensure timely completion.
• Communicate professionally with board members, consultants, attorneys, vendors, residents, and other district contacts.

Documents & Administrative Processes

• Prepare, edit, proofread, and redline documents with a high degree of accuracy.
• Maintain organized electronic files and official district records according to established procedures.
• Coordinate document routing, signatures, distribution, and recordkeeping.
• Maintain and use company templates to produce consistent, professional work across client districts.
• Enter, update, and verify information in company and district systems.
• Assist with recurring administrative and compliance-related processes as assigned.
• Learn and follow established procedures while identifying opportunities to make administrative work more accurate and efficient.

Required Qualifications

• 3+ years of administrative, professional services, document production, or similar office experience.
• Excellent writing, spelling, grammar, proofreading, and document-formatting skills.
• Strong attention to detail and a commitment to producing accurate, professional work.
• Strong proficiency with Microsoft Word, Outlook, Excel, Zoom, and Microsoft 365.
• Ability to organize information from multiple sources into clear, consistent, professional documents.
• Excellent organizational and time-management skills.
• Ability to manage multiple recurring deadlines and competing priorities without sacrificing accuracy.
• Professional and confident communication skills with coworkers, clients, board members, and outside professionals.
• Ability to learn new systems and processes quickly and work effectively both independently and as part of a team.

Preferred Qualifications

• Bachelor's degree or equivalent professional experience.
• Experience preparing agendas, board packets, meeting minutes, or similar governance documents.
• Experience supporting boards, executives, managers, professional services teams, public agencies, or similar organizations.
• Experience with special districts, local government, community management, property management, or related industries.
• Experience working with attorneys, accountants, engineers, consultants, or governance-related documents.
• Advanced Microsoft Word skills, including document formatting, templates, and redlining.

The ideal candidate is highly organized, dependable, and exceptionally detail-oriented. They take pride in turning information from multiple sources into accurate, polished documents and understand the importance of deadlines, consistency, and careful proofreading.

This person is comfortable supporting multiple District Managers and managing recurring cycles of agenda preparation, board packet production, and meeting minutes across multiple client districts. They communicate professionally, learn quickly, ask good questions along the way, and don't let details fall through the cracks.

Success in this position means becoming a trusted administrative partner to our District Managers someone they can rely on to keep board meeting deliverables on track, turn meeting notes and supporting materials into polished work, and provide our client districts with consistently professional administrative support.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.