Administrative Coordinator

Job Description

Job Description

Job Title : Administrative Coordinator

Reports to : Regional Director - Texas

SUMMARY: Functions as a key team member responsible for performing a variety of tasks related to administrative duties and providing support to management team.

DUTIES AND RESPONSIBILITIES:

• Adheres to the mission of SERCO by providing administrative support for operations.
• Facilitates logistical needs and communications between regional offices through online tools (Webex, Zoom, Teams, Skype, Dropbox, OneDrive, Google Docs).
• Maintains project management schedules to anticipate operational support needs and ensures deadlines are met.
• Coordinates activities and schedules of events for regional offices, including staff meetings, conferences, and retreats.
• Monitors, records, and routes incoming/outgoing correspondence, ensuring timely responses and follow-ups.
• Assists with the preparation, proofreading, and editing of reports, presentations, and correspondence.
• Maintains Regional Director’s files in an accessible and efficient filing system, ensuring easy access for distribution.
• Transcribes meeting minutes and prepares follow-up action plans, tracking outcomes and expectations.
• Manages social media and online communication tools to enhance coordination with regional offices and promote internal communication.
• Assists with forecasting and planning the annual staff development and employee training schedule, coordinating follow-up on training initiatives.
• Supports payroll processing, human resources, communications, and employee assistance efforts for the Regional Director.
• Prepares and manages expenditure reports and after-travel expense reports, ensuring accuracy and timely submission.
• Prepares invoices and ensures they are processed and paid in a timely manner.
• Conducts corporate, government affairs, operational research, and evaluation tasks to support ongoing projects and initiatives.
• Assists with procurement processes, including gathering quotes, coordinating vendor communication, and tracking procurement documents.
• Supports event planning for regional and company-wide events, ensuring logistical details are managed.
• Handles travel arrangements for the Regional Director and other staff, including booking accommodations, negotiating group rates with hotels, coordinating with the hotel, and ensuring all arrangements are finalized prior to staff arrival.
• Assists with preparing performance evaluations, tracking staff milestones, and managing confidential HR documentation.
• Ensures proper communication of updates, policies, and procedures across regional offices.
• Ensures meetings are set up properly, including arranging necessary equipment and ordering food when needed.
• Manages office supplies and ensures efficient use of resources within the regional offices.
• Reviews management mileage and travel documents to ensure proper documentation is accurate and complete before submission.
• Reviews and manages corporate card expenses and reports, ensuring proper documentation and processing.
• Works closely with the fiscal department on monitoring and gathering documents, ensuring accuracy in financial reporting and compliance with audit requirements.
• Performs other duties as assigned, adapting to the evolving needs of the organization.

DESIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent organizational and office management skills in a remote office environment or virtually.
• Excellent word processing, spreadsheet, database, social media, online tools, workflow mapping, researching and computer skills a must. Proficient knowledge and skill in using the following software or the like : Office 365, Outlook, Word, Excel, Publisher, Powerpoint, Sharepoint, One Drive, MS Planner, Visio, Boomerang, Dropbox, Google Docs, Survey Monkey, Constant Contact, PDF Suite, Docusign, and website design Wix.com or similar
• Must have excellent writing and editing skills.
• Bilingual (English/Spanish) required.
• Excellent interpersonal skills.
• Flexible to work in an office and home office environment.
• Discretion and confidentiality with all corporate information required as well as security of pertinent data/records.
• Must be able to travel within state of Texas.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree preferred.
• An equivalent combination of experience and education may substitute for degree.
• Three (3) years or more experience as an Administrative Assistant for upper management positions, such as CEO, Directors, and COO.
• Prior experience in supporting upper management positions desired.
• Prior experience in coordinating projects and personnel management is desired. Professional manner and appearance required.

SPECIAL REQUIREMENTS :

• Must possess and provide a valid Texas Driver’s License and Automobile Liability Insurance as required by the State of Texas.
• Must have access to reliable transportation in order to travel within service area.

Physical demands and work environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

• PHYSICAL DEMANDS: While performing duties of the job, employee is occasionally required to stand; walk; sit; for long periods of time. Employee must be able to drive for extended periods of time. Employees must occasionally lift and /or move up to 25 pounds, must be able to set up display area.
• WORK ENVIRONMENT : Fast paced, demanding both, physically and mentally, and in constant communication.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this job. Duties, responsibilities and activities may change at any time with or without notice.

General sign off: The employee is expected to adhere to all company policies and to act as a role model in the adherence to policies.

Equal Employment Opportunity Employer