Administrative Services Coordinator

Description

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General Purpose of Job

The Administrative Services Coordinator provides administrative and logistical support services that help ensure SECO Energy's daily operations run efficiently and effectively. This position supports conference room scheduling and coordinates catering services, shared workspace support, office supply management, and other administrative services functions. The role collaborates with departments across the Cooperative to support meetings, events, and operational initiatives while maintaining a high standard of service for employees, members, and visitors. This position supports the Administrative Services Manager in delivering responsive, organized, and cost-effective administrative services, including backup support for capital credits administration as assigned.

Minimum Required Qualifications and Competencies

The following includes the minimum job requirements and essential duties for this position. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. Some job requirements may exclude individuals that cannot be reasonably accommodated or who pose a direct threat or significant risk to the health and safety of themselves or other employees.

Requirements

Education

• Minimum: Two (2) year associate degree in business administration, office management, hospitality, or related field.
• Job-related experience may be substituted for the required education on a year-for-year basis.

Experience

• Minimum: Three (3) years of administrative support, office coordination, hospitality, facilities support, or related experience.
• Preferred: Experience coordinating meetings, events, or conference services in a corporate or utility environment.
• Preferred: Experience working in a fast-paced office or customer service environment.
• Preferred: Experience using scheduling systems, work order systems, or office support software.
• Preferred: Experience supporting capital credits, member account, or utility/cooperative processes.

Other Requirements

• Ability to operate a variety of office equipment, including a personal computer, printers, copy machines and telephone.
• Ability to work irregular hours for assignment completion and flexibility to change scheduling and report to work on short notice during emergency situations.
• A valid Florida driver's license for occasional driving privileges of a company vehicle; must have and maintain an acceptable driving record as determined by SECO Energy.
• Normal work hours will be eight (8) hours Monday through Friday, between 7:00 am to 5:00 pm.
• Successful completion of pre-employment background check, physical and drug screen.

Driving Requirements:

• Valid Florida Driver's License

Core Competencies

• Safety: Follows safety procedures diligently, identifies potential hazards, and takes appropriate action to maintain a safe working environment.
• Member Commitment: Provides exceptional service to members, actively listening to their needs and ensuring their satisfaction.
• Honesty & Integrity: Acts with honesty and integrity in all tasks, maintaining transparency and ethical standards.
• Work Ethic: Demonstrates a strong work ethic by consistently meeting deadlines and achieving high performance in all tasks.
• Inclusive Culture: Contributes to an inclusive culture by respecting and valuing diverse perspectives and collaborating effectively with all team members.
• Accountability: Takes responsibility for their actions and decisions, ensuring they meet commitments and deliver high-quality work.
• Teamwork: Works collaboratively with team members, sharing information and supporting collective goals.

Job Specific Competencies

• Organizational Effectiveness & Communication: Demonstrates strong organizational skills and communicates professionally with employees, vendors, members, and visitors.
• Workload & Priority Management: Demonstrates the ability to manage multiple assignments, schedules, and service requests while prioritizing tasks and meeting deadlines.
• Customer and Service Focus: Exhibits a commitment to providing responsive, professional support services while maintaining attention to detail and customer satisfaction.
• Problem Solving: Applies sound judgment to identify and resolve routine scheduling, logistical, and administrative issues independently.
• Collaboration: Communicates and collaborates effectively with departments, vendors, and team members to support operational needs.
• Technology and Office Software: Demonstrates proficiency using Microsoft Office applications, including Outlook, Word, Excel, and Teams, to manage communications, prepare documents, maintain records, organize information, and support daily business operations.
• Office Coordination & Systems: Ability to use scheduling and business support systems to manage calendars, reservations, meetings, and office logistics.
• Capital Credit Support: Applies established procedures to support capital credit and member account processes.

Verification
The above qualifications and competencies for this position may be verified through a combination of education, experience, interview questions and technical skills exercise(s).

Essential Duties and Responsibilities
This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of essential duties and responsibilities shall not be held to exclude other duties that may be assigned based on the needs of the cooperative.


Administrative Services Operations

• Support conference room scheduling and meeting support services.
• Arrange catering services for meetings, training sessions, and special events.
• Prepare conference rooms and shared workspaces for meetings and events, ensuring they are clean, organized, properly supplied, and restored to their standard condition for the next use.
• Maintain inventory of office and breakroom supplies and coordinate ordering, replenishment, distribution, and consolidation as needed.
• Submit and track maintenance or service requests for shared office areas and equipment and follow through to ensure services are completed timely and appropriately.
• Support mail, document, capital credits and administrative service functions as assigned.

Mail Services - Backup Support

• Provide backup support for mail services as needed to ensure the mail services function is staffed and daily operations continue without interruption.
• Receive, sort, and distribute incoming inter-office and U.S. postal mail accurately and timely.
• Process and prepare outgoing U.S. postal and inter-office mail for distribution.
• Receive, process, and distribute incoming packages and coordinate outgoing package shipments as needed.
• Operate postage, mail processing, tracking, and related equipment and systems as required.
• Maintain appropriate documentation and tracking information for accountable, certified, registered, or other special-handling mail and packages as required.
• Coordinate with postal, courier, and delivery service providers as necessary.
• Maintain confidentiality and security when handling mail, packages, documents, and other sensitive information.

Capital Credits Administration - Backup Support

• Provide backup support to the Administrative Services Manager for capital credits administration and related member account processes as assigned.
• Assist with preparing, reviewing, and maintaining capital credit forms, records, documentation, and correspondence.
• Support coordination with Finance, Member Services, Information Technology, and other departments to help ensure capital credit information is accurate, confidential, and processed timely.
• Maintain confidentiality and security when handling member account information, estate documentation, financial records, and other sensitive capital credit materials.

Administrative Support

• Provide general administrative assistance to departments and leadership as needed.
• Maintain accurate records related to scheduling, vendors, supplies, and service requests.
• Communicate with vendors, service providers, and internal departments to coordinate services and resolve issues.

Vendor and Service Coordination

• Coordinate with catering vendors, office and breakroom suppliers, and facility service providers.
• Monitor vendor performance and escalate issues when necessary.
• Support cost-effective purchasing and efficient use of resources.

Process Improvement and Operational Efficiency

• Identify opportunities to improve business support processes, service delivery, organization, and efficiency.
• Assist with developing, documenting, and implementing procedures for assigned administrative services functions.
• Support efforts to standardize office supplies, conference room services, catering processes, and other administrative support activities across the Cooperative.
• Participate in departmental projects and Cooperative initiatives as assigned.
• Assist with maintaining continuity of administrative services by cross-training in assigned Administrative Services functions.

Physical Demands and Work Environment
The physical demands and work environment described here are representative of those that must be met by or those an employee encounters to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Some requirements may exclude individuals that cannot be reasonably accommodated or who pose a direct threat or significant risk to the health and safety of themselves or other employees.


While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to walk; stand; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus.

This position has general sedentary office environment. The noise level in the work environment is usually moderate.