Administrative Coordinator - Telecom & IT Support

SHORT DESCRIPTION :

Provide personalized service to Business Partners by identifying source of customer technology-related problems and providing a resolution.

COMPLETE DESCRIPTION :

POSITION CONCEPT

The Administrative Coordinator will work with limited supervision to perform a variety of administrative and coordination duties in support of the Telecom and IT leadership teams. This role provides operational support to Vice Presidents, Directors, and departmental staff, assisting with document preparation, expense reporting, meeting logistics, and general office coordination.

The position requires strong organizational skills, professionalism, and the ability to interact with leadership, vendors, and internal teams. The coordinator will also support meeting and event logistics, including vendor coordination and catering arrangements, while maintaining efficient office operations.

PRIMARY DUTIES & RESPONSIBILITIES

1. Perform general administrative duties including preparing and formatting documents, presentations, and spreadsheets. Maintain organized records and provide document management support for Telecom and IT teams.
2. Process and track expense reports for leadership and departmental staff, ensuring compliance with company guidelines and timely submission.
3. Provide administrative support to executives and team members including scheduling assistance, document preparation, and coordination of administrative requests.
4. Prepare and format PowerPoint presentations and reports for leadership meetings, departmental updates, and project discussions.
5. Maintain general office operations including copies, scanning, filing, and assisting with additional administrative tasks as assigned.
6. Coordinate meeting logistics including scheduling support, preparing meeting materials, and ensuring meeting rooms are properly arranged prior to scheduled meetings.
7. Order catering for meetings and team events, coordinate with vendors, and ensure proper delivery and setup of food and beverages.
8. Meet vendors at building security, escort them through building access points as required, and ensure vendor compliance with facility protocols.
9. Set up food and beverages for meetings and coordinate post-meeting cleanup with building cleaning staff.
10. Assist in maintaining professional interactions with internal leadership and external vendors while ensuring a high level of service and responsiveness.
11. Support department operations by assisting with special assignments, projects, and other administrative functions as needed.

RELATIONSHIPS

Internal:
Interacts with Vice Presidents, Directors, managers, and team members within the Telecom and IT organizations as well as other departments across the company.

External:
Coordinates with catering vendors, building security personnel, and external service providers supporting meetings and events.

QUALIFICATIONS

Education

Required:
High School diploma or GED required.

Preferred:
Associate's degree in Business Administration, Office Administration, or related field preferred.

Experience

Required:
Minimum two to five (2 5) years of administrative support or office coordination experience.

Preferred:
Experience supporting executive leadership or IT/technical teams. Experience coordinating meetings, vendors, or office events.

Knowledge/Skills/Abilities (KSA)

Required:

• Strong organizational and time management skills with the ability to manage multiple priorities.
• Proficiency in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
• Ability to prepare professional presentations, spreadsheets, and reports.
• Excellent communication and interpersonal skills.
• Ability to interact professionally with executives, vendors, and internal teams.
• Strong attention to detail and ability to maintain confidentiality.
• Preferred:

• Experience supporting IT, telecom, or technical departments.
• Experience coordinating meetings, catering, or vendor logistics.

LEADERSHIP COMPETENCIES

• Speaks up on Safety, Health and the Environment
• Takes Ownership and Acts with Integrity
• Drives Operational Excellence for Customers
• Builds Strong, Collaborative Relationships
• Cultivates Innovation and Embraces Change
• Thinks Strategically and Exercises Sound Judgment

WORK CONDITIONS

Professional office environment with frequent interaction with leadership and vendors. Business casual dress code is permitted; professional appearance is required. This is a high-visibility role supporting executives and departmental leadership. Occasional coordination outside normal hours may be required for meeting or event preparation.