Administrative Coordinator

Job Description

Job Description

The Administrative Coordinator is responsible for providing administrative and operational support to ensure the efficient day-to-day functioning of the office. This role serves as a key point of contact for employees, customers, vendors, and clients while coordinating logistics, inventory movements, transportation schedules, and installation activities. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

• Coordinate daily administrative activities and office operations.
• Answer and direct incoming phone calls, emails, and visitor inquiries professionally.
• Manage calendars, schedule meetings, appointments, and conference rooms.
• Prepare reports, presentations, correspondence, and other business documents.
• Maintain accurate records, files, and company documentation.
• Perform data entry and maintain databases, spreadsheets, and tracking systems.
• Process invoices, purchase orders, expense reports, and administrative paperwork.
• Coordinate office supplies, equipment maintenance, and vendor relationships.
• Monitor and distribute incoming and outgoing mail and shipments.
• Support onboarding activities and maintain employee records as needed.
• Assist with planning company meetings, events, and operational activities.
• Generate routine reports and track departmental KPIs and metrics.
• Coordinate and schedule inventory movements between warehouses, job sites, customer locations, and vendors.
• Track inventory transfers, deliveries, and transportation schedules to ensure timely completion.
• Schedule and coordinate installation projects with customers, field personnel, vendors, and transportation providers.

Qualifications

• 2+ years of administrative, operations coordination, logistics, customer service, or office support experience.
• Experience scheduling deliveries, transportation, installations, or service appointments preferred.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• High attention to detail and accuracy.
• Ability to work independently and collaboratively across departments.
• Knowledge of ERP, CRM, or warehouse management software.