Administrative Coordinator

Position Overview

We are looking for an experienced administrative professional to manage essential operational functions, including scheduling, travel coordination, contract management, invoicing, and special projects. The ideal candidate will have a high level of professionalism, excellent organizational skills, and the ability to work independently as well as part of a team.

Key Responsibilities

Calendar Management: Manage calendars by anticipating conflicts and handling last-minute changes.

Travel Coordination: Book domestic and international air and ground travel, as well as accommodations.

New Hire Support: Act as the point person for new hire onboarding, technology setup, and department supplies.

Contract and Vendor Agreements: Draft and revise contracts and vendor agreements as needed.

Expense Reports: Prepare and process expense reports.

Invoicing and Billing: Manage daily invoicing and billing tasks, as well as review project expenses.

Special Projects: Assist with various special projects as assigned by the team.

Qualifications

Experience: Minimum of 3+ years of administrative experience.

Confidentiality: Must be able to handle highly confidential information with discretion.

Professionalism: Strong professional demeanor and maturity.

Communication Skills: Excellent verbal and written communication skills.

Multi-tasking: Strong organizational skills with the ability to multi-task and manage time efficiently.

Team Player: Ability to work well within a team.

Technical Skills: Strong knowledge of Microsoft Outlook, Word, Excel, and PowerPoint. Experience with MS Visio and Adobe Acrobat is a plus.

Environment Adaptability: Comfortable working in a fast-paced, dynamic environment.