Administrative Coordinator

Administrative CoordinatorPosition Summary

The Administrative Coordinator serves as a central liaison between Sales, Legal, Client Services, Compliance, Payroll, Billing, Finance, and Operations. This individual is responsible for reviewing executed agreements, documenting operational requirements, validating system setup, and ensuring contract terms are accurately implemented before client accounts become operational.

This role is ideal for someone who enjoys problem-solving, organization, process improvement, cross-functional collaboration, and creating structure that prevents downstream issues before they occur.

Key ResponsibilitiesContract Review & Implementation

• Review executed client, vendor, MSP, and affiliate agreements for operational requirements.
• Develop and maintain standardized contract summaries and implementation documentation.
• Ensure contractual requirements are communicated to all impacted departments.
• Coordinate contract amendments, renewals, ownership changes, and related updates.

Operational Readiness & System Validation

• Validate contract-related setup within CRM and other operational systems.
• Ensure accuracy of:
  • Billing terms
  • Vendor and MSP fees and terms
  • Contract dates and renewal terms
  • Invoicing requirements
  • Timekeeping requirements
  • Direct hire and conversion fees
  • Client-specific staffing requirements
• Partner with Payroll, Billing, Compliance, and Client Services to resolve setup discrepancies prior to account activation.

Cross-Functional Coordination

• Serve as a primary point of coordination between Sales, Legal, Compliance, Payroll, Billing, Finance, and Client Services.
• Facilitate communication of contract changes and operational impacts.
• Support onboarding and implementation requirements for new clients and vendor relationships.
• Coordinate VMS onboarding requirements, training documentation, and client-specific workflows.

Documentation & Administrative Support

• Maintain organized and audit-ready contract repositories.
• Track active agreements, amendments, renewals, certificates of insurance, and required documentation.
• Maintain centralized documentation of client-specific operational requirements.
• Support internal and external audits through documentation gathering and validation.

Process Coordination & Continuous Improvement

• Coordinate account setup activities and assist with internal approval workflows.
• Support credit review processes by gathering required documentation.
• Identify opportunities to improve contract implementation processes and operational efficiencies.
• Track and report trends related to contract setup errors, implementation delays, and operational risks.

What Success Looks Like

• Contract requirements are accurately implemented and maintained across operational systems.
• Payroll, Billing, Compliance, and Client Services teams receive complete and accurate contract information.
• Contract-related setup errors and operational discrepancies are minimized.
• Client accounts move efficiently from contract execution to operational readiness.
• Contract repositories remain organized, complete, and audit-ready.
• Internal stakeholders view you as a trusted resource for administrative support, contract coordination, and operational execution.

Qualifications

• Associate's or Bachelor's degree preferred, or equivalent professional experience.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines simultaneously.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite and CRM systems.
• Experience working in a staffing, healthcare, operations, contracts, compliance, or administrative environment preferred.
• Ability to work cross-functionally and build effective working relationships across departments.