Job Description
**Job Title: Administrative Coordinator**
**Reports to:** Regional Director - Texas
**SUMMARY:**
Join our dynamic team as an Administrative Coordinator! In this vital role, you will be a key player in supporting our management team and ensuring smooth administrative operations. Your contributions will help us achieve our mission and foster a collaborative work environment.
**DUTIES AND RESPONSIBILITIES:**
- Provide essential administrative support to facilitate operations and uphold our mission.
- Use online tools (such as Webex, Zoom, Teams, Skype, Dropbox, OneDrive, and Google Docs) to enhance communication and logistics between regional offices.
- Maintain project management schedules to anticipate operational needs and ensure deadlines are met.
- Coordinate activities and events for regional offices, including staff meetings, conferences, and retreats.
- Monitor, record, and route incoming and outgoing correspondence, ensuring timely responses and follow-ups.
- Assist in preparing, proofreading, and editing reports, presentations, and correspondence.
- Organize and maintain the Regional Director's files in an efficient and accessible filing system.
- Transcribe meeting minutes and prepare follow-up action plans, tracking outcomes and expectations.
- Manage social media and online communication tools to enhance coordination and promote internal communication.
- Assist in forecasting and planning the annual staff development and training schedule, coordinating follow-up on training initiatives.
- Support payroll processing, human resources, communications, and employee assistance efforts for the Regional Director.
- Prepare and manage expenditure reports and after-travel expense reports, ensuring accuracy and timely submission.
- Process invoices and ensure timely payment.
- Conduct research and evaluation tasks to support ongoing projects and initiatives.
- Assist with procurement processes, including gathering quotes, coordinating vendor communication, and tracking procurement documents.
- Support event planning for regional and company-wide events, ensuring all logistical details are managed.
- Handle travel arrangements for the Regional Director and other staff, including booking accommodations and negotiating group rates with hotels.
- Assist in preparing performance evaluations, tracking staff milestones, and managing confidential HR documentation.
- Ensure effective communication of updates, policies, and procedures across regional offices.
- Set up meetings properly, including arranging necessary equipment and catering when needed.
- Manage office supplies and ensure efficient resource use within regional offices.
- Review management mileage and travel documents for accuracy before submission.
- Oversee corporate card expenses and reports, ensuring proper documentation and processing.
- Collaborate with the fiscal department to monitor and gather documents, ensuring accuracy in financial reporting and compliance with audit requirements.
- Adapt to the evolving needs of the organization by performing other duties as assigned.
**DESIRED KNOWLEDGE, SKILLS, AND ABILITIES:**
- Strong organizational and office management skills, particularly in a remote or virtual environment.
- Proficient in word processing, spreadsheets, databases, social media, and online tools. Familiarity with software such as Office 365, Outlook, Word, Excel, Publisher, PowerPoint, SharePoint, OneDrive, MS Planner, Visio, Boomerang, Dropbox, Google Docs, Survey Monkey, Constant Contact, PDF Suite, Docusign, and website design platforms like Wix.com is essential.
- Excellent writing and editing skills.
- Bilingual (English/Spanish) is required.
- Strong interpersonal skills and a friendly demeanor.
- Flexibility to work in both office and home office settings.
- Ability to handle confidential information with discretion and maintain data security.
- Willingness to travel within the state of Texas.
**EDUCATION AND EXPERIENCE:**
- A Bachelor's degree is preferred, but an equivalent combination of experience and education may be considered.
- A minimum of three (3) years of experience as an Administrative Assistant supporting upper management positions, such as CEOs, Directors, and COOs, is required.
- Experience in project coordination and personnel management is desired.
- A professional manner and appearance are essential.
**SPECIAL REQUIREMENTS:**
- A valid Texas Driver's License and Automobile Liability Insurance are required.
- Access to reliable transportation for travel within the service area.
**PHYSICAL DEMANDS AND WORK ENVIRONMENT:**
- The role may require occasional standing, walking, and sitting for extended periods. Employees must be able to drive for extended periods and occasionally lift or move up to 25 pounds.
- The work environment is fast-paced and demanding, requiring constant communication and adaptability.
Please note that this job description is not exhaustive and may be subject to change as the needs of the organization evolve.
We are an Equal Employment Opportunity Employer and encourage all qualified candidates to apply!
Employment Type: Full-Time
Salary: $ 18.00 24.00 Per Hour
Job Tags
Hourly pay, Full time, Remote job, Home office,