Administrative Coordinator

Job Description

Job Description

Administrative Coordinator

We are looking for an Administrative Coordinator to support daily operations for a mission-driven non-profit organization in Colorado. This contract-to-permanent position is ideal for someone who enjoys balancing office administration, event coordination, shipping logistics, and cross-functional support in a fast-paced environment. The role calls for strong organization, sound judgment, and a hands-on approach to keeping both workplace activities and member-facing tasks running smoothly.

Responsibilities:

• Create a welcoming front-office experience by greeting guests, receiving packages, and helping maintain an organized workspace throughout the day.

• Coordinate internal meetings, trainings, and special gatherings by arranging room layouts, preparing materials, managing refreshments, and assisting with setup and cleanup.

• Support conference and trade show participation by reserving exhibit space, preparing outbound materials, coordinating freight shipments, and communicating with event contacts on logistics.

• Provide administrative assistance across multiple departments, including preparing mailing lists, routing forms and invoices, organizing publication materials, and supporting outreach activities.

• Assist accounting-related processes by handling conference billing and facilitating wire transfer documentation for grant disbursements.

• Respond to member needs by resolving account-related questions, fulfilling membership orders, posting transaction batches, and helping distribute dues notices.

• Prepare donor acknowledgment correspondence for qualifying contributions and ensure leadership has materials ready for personalized follow-up.

• Manage shipping and fulfillment for store orders and internal mailings, including international packages that require customs details, commercial documentation, and accurate product coding.

• Track and replenish publications, merchandise, and event supplies while keeping inventory records current in organizational systems.

• 2+ years of experience in administrative coordination, office support, or a similar operations-focused role.

• Ability to manage multiple priorities at once while maintaining accuracy and follow-through.

• Experience supporting meetings, events, or conference logistics in a detail-focused setting.

• Comfortable handling shipping activities, order fulfillment, and inventory-related tasks, including international shipment documentation.

• Strong written and verbal communication skills with the ability to work effectively across departments and with external contacts.

• Proficiency in administrative support functions such as scheduling, calendar coordination, and responding to inbound inquiries.

• Capable of performing hands-on event and office setup tasks, including moving supplies and maintaining shared spaces.

• Prior experience in a non-profit, membership-based, or mission-driven organization is helpful.