Administrative Coordinator

Position Summary

The Administrative Services Coordinator provides administrative support to the organization through recruitment and onboarding activities, employee support, accounting assistance, and general office administration. This position serves as a key point of contact for employees, vendors, and the public while helping to maintain efficient office operations and supporting financial and human resource functions.

Essential Duties and Responsibilities

Customer Service/Scheduling

• Call customers to schedule service work, set appointments for sales people, create job folders, confirm appointments
• Follow up with new leads from website, walk-ins and phone calls
• Customer Service – follow up with clients that have received proposals, make calls for sales people, post service follow up for customer satisfaction
• Assist in marketing campaigns, social media and lead generation.

Human Resources

• Coordinate recruitment activities, including posting job openings, scheduling interviews, and communicating with candidates.
• Facilitate new employee onboarding, including preparation of hiring documents and orientation materials.
• Maintain employee personnel files and ensure proper recordkeeping.
• Respond to routine employee questions regarding policies, benefits, and employment matters.
• Assist management with basic employee relations matters and documentation.
• Support compliance with applicable employment laws, regulations, and organizational policies.

Accounting Support

• Assist the Bookkeeper with accounts payable and accounts receivable processes.
• Prepare and enter financial data into accounting systems.
• Process invoices, purchase orders, and related documentation.
• Assist with maintaining accurate financial files.
• Generate reports and assist with financial tracking as directed.

Office Administration

• Answer and direct incoming telephone calls and visitors.
• Order and maintain office supplies and equipment inventories.
• Perform data entry and maintain electronic and paper filing systems.
• Prepare correspondence, reports, forms, and other documents.
• Distribute mail and coordinate office communications.
• Provide general administrative support to departments and staff.
• Assist with special projects and other duties as assigned.

Qualifications

• Associate degree in Business Administration, Human Resources, Accounting, or a related field preferred.
• Two to four years of administrative, HR, accounting, or office support experience.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality and handle sensitive information.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.

Knowledge, Skills, and Abilities

• Working knowledge of basic human resources practices and procedures.
• Understanding of general accounting and bookkeeping principles.
• Strong customer service and interpersonal skills.
• Must present an energetic, upbeat, and positive demeanor when answering and directing incoming calls.
• Ability to work independently and collaboratively.
• Proficiency in data entry and records management.
• Ability to exercise sound judgment and discretion.