Administrative Coordinator

Administrative Coordinator – Reimbursement & Logistics

Location: Indianapolis, IN
Pay Rate: $24.43/hour on W-2
Duration: Through 02/26/2027, with possibility of extension
Schedule: Monday–Friday, 37.5 hours/week, regular business hours
Interview: Phone and In-Person

Job Summary

We are seeking a detail-oriented Administrative Coordinator – Reimbursement & Logistics to provide administrative, documentation, reimbursement, and logistics support.

The selected candidate will review reimbursement documentation, assist with financial reconciliation, maintain accurate records, coordinate with multiple agencies and personnel, track requests and resources, and provide routine status updates to leadership.

Emergency management experience is preferred but not required. Training will be provided on the specific processes and procedures.

Responsibilities

• Review reimbursement packets and supporting documentation for accuracy and completeness.
• Organize and maintain records, timesheets, expense documentation, and other required forms.
• Assist with reimbursement calculations and financial reconciliation.
• Identify discrepancies or missing information and coordinate with appropriate personnel to resolve issues.
• Track requests, resources, documentation, and reimbursement activities.
• Coordinate with internal teams, agencies, and other stakeholders.
• Assist with logistics and resource-tracking activities.
• Prepare documentation and reimbursement packages for submission.
• Provide routine status updates to leadership.
• Support emergency and disaster response-related administrative activities as needed.

Required Qualifications

• 2+ years of administrative assistant, clerical, customer service, or related experience.
• 2+ years of experience with spreadsheets and databases.
• 2+ years of reimbursement, financial reconciliation, expense tracking, invoicing, or related experience.
• Strong attention to detail and organizational skills.
• Ability to work independently and manage multiple tasks.
• Strong written and verbal communication skills.
• Good computer and basic math skills.

Preferred Qualifications

• Emergency management experience or related certifications.
• Government or public-sector experience.
• Logistics or supply-chain coordination experience.
• Experience with reimbursement, grants, claims, disaster recovery, or financial documentation.

Qualified candidates with strong administrative, reimbursement, accounting support, logistics, or coordination experience are encouraged to apply.

Pay: $24.00 - $24.43 per hour

Expected hours: 37.5 per week

Application Question(s):

• Preferred Qualifications

Emergency management experience or related certifications.
Government or public-sector experience.
Logistics or supply-chain coordination experience.
Experience with reimbursement, grants, claims, disaster recovery, or financial documentation.

Experience:

• reimbursement: 2 years (Preferred)
• logistics: 2 years (Preferred)
• spreadsheets and databases: 2 years (Preferred)

Work Location: In person