Administrative Coordinator

Job Description

Job Description

We are looking for an Administrative Coordinator to support daily office operations for a transportation equipment manufacturing environment in Tampa, Florida. This Long-term Contract position calls for a highly organized, detail-oriented individual who can keep administrative activities running smoothly, coordinate workplace services, and provide dependable support for employees and vendors. The role is ideal for someone who is comfortable balancing multiple priorities, managing schedules and communications, and helping create an efficient and well-supported office setting.

Responsibilities:
• Oversee incoming and outgoing mail activity, including package shipments and courier coordination, to ensure timely distribution across the office.
• Handle invoice entry, expense-related documentation, and purchasing card reconciliation with accuracy and attention to company procedures.
• Administer external vendor platforms for workplace services such as uniforms, toll accounts, and fuel programs, keeping records current and resolving routine issues.
• Arrange team lunches, internal meetings, and office events by managing logistics, scheduling, and on-site coordination.
• Monitor inventory levels for office, kitchen, and storage areas and replenish supplies to maintain day-to-day operations without interruption.
• Provide administrative support for employee appreciation and recognition efforts, helping organize materials, communications, and event details.
• Support the use and oversight of postage equipment, including coordination for Quadient systems across multiple locations when needed.
• Assist with calendar coordination, scheduling needs, and general administrative tasks such as answering inbound calls and responding to routine office requests.• Experience in administrative support, office coordination, or a similar business support role.
• Strong organizational skills with the ability to manage several tasks and deadlines at the same time.
• Background in scheduling, calendar coordination, and handling inbound phone communication professionally.
• Familiarity with invoice processing, expense tracking, or purchasing card administration.
• Ability to work effectively with vendors, employees, and internal teams in a fast-paced office setting.
• Proficiency with standard office software and web-based systems used for communication, scheduling, and recordkeeping.
• Careful attention to detail and a dependable approach to maintaining accurate documentation and office processes.