Administrative Coordinator

Job Description

Job Description

Administrative Coordinator

Advance Concrete | Garner, NC
Full-Time | In Office
$20.00–$22.00 per hour, based on experience

Advance Concrete is looking for an exceptionally organized, proactive Administrative Coordinator who takes pride in creating order, keeping things clean, and making the workplace run smoothly.

This is not a sit-and-wait-for-something-to-do position. We’re looking for someone who notices what needs attention and takes ownership of it—whether that means organizing a messy file system, tracking down a vehicle registration, preparing for a team meeting, watering the office plants, or finally tackling the mystery containers in the refrigerator.

The Administrative Coordinator will support our office, fleet administration, vendors, accounting and HR while also helping us create a welcoming, organized workplace for our employees and visitors.

What You’ll DoOffice & Administrative Coordination

• Maintain a clean, organized, professional and welcoming office environment
• Welcome visitors and assist employees with general office needs
• Coordinate incoming and outgoing mail, packages and deliveries
• Maintain office, copier, kitchen and breakroom supplies
• Keep administrative files, forms and records organized and current
• Scan, organize and maintain documents using electronic filing systems
• Coordinate with cleaning, copier, office supply and other service vendors
• Assist with company correspondence, forms and general administrative projects
• Look for opportunities to simplify, organize and improve administrative processes
• Take ownership of administrative tasks and follow them through to completion

Workplace & Culture

• Help create an office environment that is clean, organized, welcoming and enjoyable
• Maintain common areas, conference rooms and shared spaces so they are organized and presentation-ready
• Keep the kitchen and breakroom organized, stocked and clean, including routine refrigerator clean-outs
• Maintain and care for office plants and help make the workplace feel inviting
• Assist with coordinating team meetings, company lunches, celebrations and employee events
• Coordinate meeting setup, refreshments, materials and cleanup
• Help recognize birthdays, work anniversaries and employee milestones
• Assist with welcoming new employees and preparing their workspace for their first day
• Look for thoughtful, practical ways to improve the employee experience and strengthen office culture
• Notice when something needs attention and take initiative rather than waiting for someone else to handle it

Fleet & Vehicle Administration

• Maintain organized vehicle and trailer records
• Track registrations, renewals and vehicle inspection dates
• Coordinate titles, tags and DMV documentation
• Maintain NC Quick Pass and transponder records
• Assist with documentation for new, transferred and sold company vehicles
• Maintain accurate electronic fleet files and supporting documentation
• Proactively follow up on upcoming expirations, renewals and missing information
• Coordinate with employees, vendors and management regarding vehicle documentation as needed

Accounting & HR Administrative Support

• Collect and organize company credit card receipts and supporting documentation
• Assist with collecting insurance certificates and related administrative recordkeeping
• Support new-hire onboarding by coordinating equipment, supplies and workspace needs
• Maintain employee forms and administrative documentation as directed
• Assist Accounting and HR with administrative projects
• Handle confidential company and employee information professionally and appropriately

Purchasing & Vendor Coordination

• Order and maintain appropriate levels of office and breakroom supplies
• Coordinate company apparel and uniform orders
• Maintain organized vendor information and records
• Coordinate administrative purchases and ensure appropriate documentation is retained
• Assist with vendor communication and follow-up
• Help identify unnecessary costs, duplicate services and opportunities to simplify purchasing

You’ll Probably Love This Job If You...

• Are exceptionally organized and genuinely enjoy organizing
• Get satisfaction from turning a messy space or process into something orderly
• Believe everything should have a place...and maybe a label
• Take pride in a clean, polished and professional workplace
• Like plants and enjoy making a workspace feel welcoming
• Don't walk past a mess assuming someone else will take care of it
• Naturally notice details other people miss
• Love lists, calendars, organization and checking things off
• Can manage many small responsibilities without letting things fall through the cracks
• Enjoy planning the little details that make meetings and celebrations feel thoughtful
• Are naturally helpful, positive and team-oriented
• Prefer finding a better way over saying, “That's how we've always done it”
• Are comfortable learning new technology and moving processes away from unnecessary paper
• Follow through — if you say you're going to handle something, it gets handled

Qualifications

• Office coordination or similar experience preferred
• Active NC Notary Public
• Strong organizational and time-management skills
• Excellent attention to detail
• Strong written and verbal communication skills
• Comfortable using Microsoft Outlook, Excel and Word
• Comfortable learning new software and electronic document-management systems
• Experience coordinating vendors, vehicle records, company assets or facilities is a plus
• Construction, service-company, fleet or multi-location experience is a plus
• Ability to manage multiple priorities and work independently

Schedule

Monday–Friday, 8:00 a.m.– 5:00 p.m.

This is an in-office position due to the hands-on nature of the role.

Compensation

$20.00–$22.00 per hour, based on experience

Advance Concrete, LLC is an Equal Opportunity Employer.