Administrative Coordinator - Immediately Needed

The Administrative Coordinator provides high‑quality administrative, operational, and organizational support across HR, Administration, Operations, and the Managing Director. This role ensures smooth day‑to‑day execution, supports leadership and operations with scheduling and coordination, and maintains the administrative backbone that enables the business to run efficiently. The ideal candidate is proactive, detail‑oriented, collaborative, and committed to being a culture champion within the organization.

Key Responsibilities

Administrative Support

Manage calendars, scheduling, travel coordination, and meeting logistics

Coordinate agendas (collect inputs, organize materials, distribute final versions)

Capture and distribute meeting minutes and follow‑up actions

Maintain organized filing systems (digital)

Support expense management, including tracking, coding, and submitting expense reports

Provide day‑to‑day administrative support to the Managing Director, ensuring timely communication, preparation, and follow‑through on operational needs

HR & People Operations Support

Assist with onboarding logistics(badges, equipment, paperwork, orientation scheduling)

Support recruiting coordination: interview scheduling, candidate communication, posting roles(can serve as a back-up)

Serve as a culture champion, reinforcing company values through communication, professionalism, and employee experience support

Office & Facilities Coordination

Serve as point of contact for office supplies, vendors, maintenance, and facility needs

Coordinate visitor management and front office support

Support safety, compliance, and facility documentation

Assist with event and meeting coordination, including onsite events, celebrations, and employee engagement activities

Operations & Project Support

Manage and update the internal SharePoint site, ensuring documents, SOPs, and resources are current and accessible

Track deadlines, deliverables, and administrative workflows

Support cross‑functional projects led by HR, Administration,Operations,and the Managing Director

Coordinate logistics for leadership meetings, HR meetings, and operational reviews

Partner with the Operations department to coordinate administrative needs, track action items, support process documentation, and help ensure timely follow‑through on operational priorities

Own the review and maintenance of recurring administrative and operational reports, ensuring data accuracy, consistency, and timely updates; proactively identify and resolve discrepancies

Required Qualifications

2–3 years of administrative or coordination experience

Strong organizational and time‑management skills

Excellent written and verbal communication

Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and SharePoint

Ability to handle confidential information with discretion

High attention to detail and follow‑through

Preferred Qualifications

Experience supporting HR, operations,supply chain,or executive leadership

Ability to anticipate needs and proactively solve problems

Success Profile

Reliable, consistent, and accountable

Calm under pressure and able to manage competing priorities

Service oriented with strong interpersonal skills

Thrives in a structured, process driven environment

Embodies and reinforces company culture

Demonstrate professionalism and maturity when supporting senior leadership

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Pay: $29.44 - $35.46 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person