Administrative Assistant

Administrative Support Coordinator

PRIMARY PURPOSE: To provide administrative support including preparing correspondence and reports, filing, and other general office support activities. ESSENTIAL FUNCTIONS and RESPONSIBILITIES Produces correspondence, reports, and other documentation; files documents, maintains and tracks suspense file, photocopies, sends and receives facsimile transmissions, etc. Provides back-up telephone support. Processes invoices and billings; maintains records. Maintains unit attendance records, library and/or manuals. Records meeting minutes. Makes travel arrangements. Maintains adequate supply inventory; orders supplies as needed. ADDITIONAL FUNCTIONS and RESPONSIBILITIES Performs other duties as assigned. Supports the organization's quality program(s). QUALIFICATIONS Education & Licensing High school diploma or GED required. Experience One (1) year of experience in general office administrative duties or equivalent combination of education and experience required. Experience with an insurance company, broker or consultant preferred. Skills & Knowledge Excellent oral and written communication, including presentation skills PC literate, including Microsoft Office products Analytical and interpretive skills Strong organizational skills Good interpersonal skills Ability to work in a team environment Ability to meet or exceed Performance Competencies WORK ENVIRONMENT When applicable and appropriate, consideration will be given to reasonable accommodations. Mental: Clear and conceptual thinking ability; excellent judgment and discretion; ability to handle work-related stress; ability to handle multiple priorities simultaneously; and ability to meet deadlines Physical: Computer keyboarding, travel as required Auditory/Visual: Hearing, vision and talking The statements contained in this document are intended to describe the general nature and level of work being performed by a colleague assigned to this description. They are not intended to constitute a comprehensive list of functions, duties, or local variances. Management retains the discretion to add or to change the duties of the position at any time. Requirements: The position is 100% on-site. No remote or hybrid One year of experience in an office environment. Assist in the planning, scheduling, and monitoring of project timelines and deliverables. Coordinate with internal teams (e.g., scientists, fire investigators, hygienists, analysts, technicians) to ensure the timely and accurate progression of projects. Manage project documentation, ensuring accurate and up-to-date records of activities, analyses, and findings. Serve as a point of contact for clients and stakeholders, providing project status updates and addressing inquiries in a professional and timely manner. Assist in the procurement of necessary supplies and resources for ongoing projects. Facilitate communication between team members, stakeholders, and clients. Monitor project progress, identify potential issues, and assist in developing solutions to keep projects on track. Assist in preparing reports and presentations for both internal review and client delivery. Maintain organized digital and physical records for projects. Assist with other administrative and coordination tasks as needed to support laboratory operations. As a Project Coordinator, you will play a crucial role in ensuring the smooth and efficient management of laboratory projects and administrative tasks, from initial intake through final deliverables. This position offers an exciting opportunity to contribute to the efficient operation of our lab, supporting our team of expert scientists and providing vital assistance to our clients. EEO: "Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."