Client Service & Administrative Coordinator

Client Service & Administrative Coordinator

The Client Service & Administrative Coordinator is responsible for providing professional and responsive client support while assisting with company administrative operations, office support, employee trainings, compliance coordination, and insurance-related processes. This role serves as a primary point of contact for clients, employees, and vendors by handling incoming communications, maintaining organized records, and supporting company-wide operational initiatives. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Essential Duties And Responsibilities

• Answer and direct incoming phone calls in a professional and courteous manner.
• Monitor and respond to company emails in a timely manner.
• Assist customers, clients, and vendors with questions, scheduling, and general inquiries.
• Receive, sort, and distribute incoming mail and packages.
• Maintain organized digital and physical filing systems.
• Prepare and distribute internal communications, notices, and documents as needed.
• Support office operations and assist management with administrative tasks and special projects.
• Demonstrate professionalism and strong communication skills in all interactions.
• Prioritize tasks effectively and meet deadlines with minimal supervision.
• Work collaboratively with team members across departments.
• Identify and proactively recommend cost-saving opportunities

The duties and responsibilities list is not designed to be an exhaustive list of what will be assigned to you. Employees may prefer other duties as assigned by the manager.

Additional Duties And Responsibilities

• Coordinate and track company-wide employee trainings and certifications.
• Assist with scheduling onboarding, safety, and compliance trainings.
• Maintain training records and ensure documentation is accurate and up to date.
• Support OSHA compliance efforts by organizing safety documentation and monitoring training completion requirements.
• Assist with implementing and communicating workplace safety procedures and policies.
• Coordinate with managers and employees regarding required compliance deadlines and renewals.
• Assist with maintaining company insurance records, policies, and related documentation.
• Coordinate certificates of insurance and communicate with insurance providers as needed.
• Support claims documentation and insurance-related administrative processes.
• Help ensure company policies and procedures are properly documented and communicated to employees.
• Assist management with policy updates and compliance tracking.

Qualifications

• Previous customer service, administrative, or office coordination experience preferred.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to multitask and manage competing priorities.
• Proficiency in Microsoft Office, Google Workspace, and general office software.
• Ability to handle sensitive and confidential information professionally.
• Familiarity with OSHA compliance, employee trainings, or insurance administration is preferred but not required.

Physical Requirements

• Prolonged periods of sitting and working at a desk and computer.
• Frequent use of hands and fingers for typing, writing, and operating office equipment.
• Ability to communicate clearly in person and over the phone.
• Occasional standing, walking, bending, and reaching within the office environment.
• Ability to lift and carry office supplies, files, or packages up to 1520 pounds occasionally.
• Visual ability to read documents, computer screens, and written correspondence.

Special Requirements

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Ability to apply common sense understanding to carry out simple one- or two-step instructions. Ability to deal with standardized situations with only occasional or no variables.

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Ability to maintain confidentiality and handle sensitive information professionally.

Ability to manage multiple tasks and interruptions in a fast-paced office environment.

Work Environment

A. Environmental Conditions

Primarily an indoor office environment

B. Noise

Moderate (business office with computers and printers, light traffic)

Work Hours

Employees will be provided with their schedule based on the available schedules outlined in our alternative workweek agreement. Schedules are subject to change based on company needs with minimal notice.

Compensation And Benefits

A. Compensation

This job could entail full-time or part-time hours. The specifics will be included in the offer letter.

B. Benefits

Benefits are based on the status of employment and are clearly outlined in the offer letter.