Administrative Coordinator

Administrative Coordinator

Fairweather is a trusted service provider in Alaska, delivering specialized solutions in remote and Arctic environments. Our mission is to support operations with safety, integrity, and excellence. We offer a dynamic and inclusive work environment, ensuring our employees are equipped with the tools and support needed for success.

The Administrative Coordinator is a high-functioning, confidential partner to executive leadership. The role manages office workflows and records; owns document control discipline; and supports proposal response, marketing, and business development in addition to daily operational support. Success depends on anticipating needs, producing accurate executive-ready materials, and keeping pursuits, files, and office operations on schedule in a fast-changing environment.

Essential Functions

Executive and Office Operations

• Work closely with senior executive leadership to manage calendars, travel, logistics, and workflow; anticipate needs and resolve issues before they escalate.
• Provide administrative support including document management, word processing, spreadsheet creation, reports, and general office support.
• Plan and prepare meetings, including agendas, itineraries, materials, locations, virtual links, calendar management, and follow-up action tracking.
• Respond to phone calls, emails, voicemails, and mail; greet guests and direct inquiries to the appropriate staff.
• Support daily departmental operations, administrative duties, and special projects from initiation through completion.
• Coordinate travel and logistics for company personnel.
• Complete finance-related tasks such as check requests, coding support, travel preparation, and credit card reconciliations, including organized receipt management.
• Track and manage department supply inventory; maintain office equipment and workspace areas.
• Support department safety and security by executing emergency procedures when required.
• Adapt to frequently changing priorities, systems, processes, and team organization while maintaining accuracy and productivity.
• Orient new employees to the department; serve as a resource, mentor, and trainer.
• Deliver professional customer service to staff, clients, vendors, and stakeholders, using diplomacy and discretion with confidential information.

Document Control and Records

• Maintain controlled document libraries (policies, procedures, templates, contracts, project files, and correspondence) with consistent naming, version control, access permissions, and audit-ready organization.
• Route documents for review, approval, and signature; track status, revisions, and distribution.
• Support contractual and project documentation: filing executed agreements, amendments, certificates of insurance, and related correspondence.
• Prepare, format, proofread, and package professional documents to company standards (reports, letters, presentations, spreadsheets, and briefing books).
• Support records retention and confidential handling of proprietary, personnel, client, and commercial information.

Proposal Response and Pursuit Support

• Support the full proposal lifecycle: log RFPs/RFQs, build compliance matrices and submission checklists, track deadlines, and coordinate inputs from technical, operations, HSE, medical, and leadership staff.
• Draft, edit, format, and proofread proposal content including cover letters, executive summaries, team qualifications, resumes/CVs, project sheets, past performance, and forms.
• Maintain reusable proposal assets (boilerplate, resumes, project descriptions, org charts, rate/capability language, and templates) so content stays current and brand-consistent.
• Assemble, quality-check, and submit electronic and hard-copy packages; coordinate printing, packaging, shipping, and confirmation of receipt.
• Support interview and presentation logistics: slide decks, leave-behinds, room/virtual setup, and rehearsal materials.

Marketing and Business Development Support

• Support marketing and business development activities, including capability statements, one-pagers, presentations, website/content updates, and event or client-visit materials.
• Maintain CRM (client relationship management) or pursuit trackers: opportunities, contacts, due dates, win/loss notes, and follow-up actions as directed by leadership.
• Coordinate client entertainment, conferences, industry events, and internal business development meetings (registration, travel, booth/collateral, briefing packets).
• Collect project photos, statistics, testimonials, and award information for reuse in marketing and proposals.
• Assist with internal communications and branded materials so outgoing documents reflect Fairweather standards.

Minimum Qualifications

• 35 years supporting senior leadership or C-suite executives, with the ability to anticipate needs and resolve issues proactively.
• Demonstrated experience with document control and/or proposal production (coordination, writing/editing, formatting, and deadline management).
• Strong report-writing skills, including compiling, interpreting, and presenting information clearly.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and other productivity tools; comfort with shared drives, SharePoint or similar document libraries, and PDF tools.
• Exceptional written and verbal communication; strong writing, editing, and proofreading.
• Experience preparing executive-level presentations, summaries, and briefing materials.
• Proven discretion with confidential information.
• Strong organization and the ability to manage multiple priorities in a fast-paced environment.
• Demonstrated ability to build relationships with internal and external stakeholders.
• High attention to detail and accuracy.
• Valid Alaska driver's license and ability to meet Fairweather insurance requirements.
• Professionalism, emotional intelligence, and problem-solving aligned with Fairweather's values.

Preferred Qualifications

• Experience with project coordination or light project management.
• Experience writing or coordinating proposals in professional services, oilfield support, engineering, or government/commercial contracting.
• Familiarity with contractual documents, records retention, and formal document-control processes.
• Experience with CRM, proposal, or marketing tools (e.g., Salesforce, HubSpot, Deltek/GovWin, InDesign, Canva).
• Graphic layout skills sufficient to produce clean, on-brand collateral and proposal pages.

Competencies

• Adaptability Adjusts to changing conditions and assignments; sets priorities and manages multiple tasks.
• Administrative Skills Performs responsible, confidential office and professional administrative duties.
• Attention to Detail Ensures own and others' work and information are complete and accurate.
• Communication Skills Listens, writes, and speaks effectively; relates positively with coworkers and others.
• Dependability Adheres to standards, keeps operations smooth, is reliable, and supports team morale.
• Independence Works with minimal supervision.
• Time Management Manages time effectively on tasks, projects, and goals.
• Willingness to Learn Learns new skills and systems as duties evolve.

The majority of work takes place in a professional office environment with a diverse group of individuals, each with distinct roles, personalities, and skills.

It is Fairweather's business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

Fairweather is a Doyon company. As such, it grants preference to qualified Doyon Shareholders first and, second, to qualified shareholders of other Alaska Native corporations that grant a similar preference, in all phases of employment and training, including, but not limited to, hiring, promotion, layoff, transfer, and training.

Fairweather is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity or national origin, disability, veteran status, and other protected characteristics.