What are the responsibilities and job description for the Administrative Coordinator position at Bayside Fire and Security?
Role Overview
The Administrative Coordinator will provide comprehensive administrative support for various business functions, purchase orders, accounts payable and receivable, HR tasks, and miscellaneous office management responsibilities. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.
Key Responsibilities
Purchase Orders
- Prepare and send purchase orders to vendors, ensuring confirmations are attached.
- Track invoices and material check-ins related to purchase orders.
Accounts Payable
- Enter all received bills daily via mail/email.
- Process bill payments on the 1st, 15th, and weekly as approved by Zeus Finance.
- Manage DE Annual Certifications (biweekly to monthly).
- Handle MD Sales Tax and DE Gross Receipts submissions.
Accounts Receivable
- Send weekly past-due reminders via email/mail as needed.
- Process and enter payments received daily for contracts, service calls, and daywork.
- Maintain organized financial records and invoices.
Human Resources Support
- Collect and process employee time sheets.
- Assist with payroll reporting and updates.
- Maintain employee records, including emergency contacts and PTO tracking.
- Review and track driving records for eligible employees.
- Manage insurance-related items, including compliance and renewals.
Other Administrative Tasks
- Manage certificates of insurance.
- Oversee vehicle repairs, services, insurance updates, and tag renewals.
- Handle business licenses (new and renewals).
- Administer company credit cards and expense tracking.
- Prepare and submit necessary financial reports and tax documentation.
- Coordinate safety-related requirements and compliance tracking.
- Manage industry-related certifications, training, and renewals.
- Assist with reporting and project tracking.
- Arrange travel and accommodation as needed.
- Manage office supplies and inventory control.
- Provide backup support for team members during absences.
Qualifications
- Associate's degree in Business Administration, Accounting, or a related field preferred; equivalent experience will be considered.
- Previous administrative experience in accounting, HR, or operations preferred.
- Strong organizational and multitasking skills.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and accounting software.
- Excellent communication and problem-solving abilities.
- Ability to handle confidential information with discretion.
EEOC Statement
Bayside provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
