Administrative Coordinator

Position summary: The Administrative Coordinator is responsible for supporting the day-to-day functions of the company. This role involves coordinating various administrative tasks, vendor communications, and ensuring that operational processes run smoothly and efficiently.

Essential duties and responsibilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Essential duties include the following. Other duties may be assigned as needed

Functions:

• Create and manage administrative documents for Vendor Sourcing & Compliance department
• Assist in generating NJS Quotes
• Send NJS confirmations, per operating procedure
• Manage DocuSign by sending all operations documents for signature and checking status
• Create and send monthly IC invoice reminder email via Emfluence
• Assist with following up with ICs on missing invoices in advance of IC pay day
• Send IC communications regarding credits and holds
• Create and send Contract for Services to ICs for new starts and additional account changes
• Manage IC certificate of insurance compliance per standard operating procedure
• Support with booking IC Walkthroughs
• Assist with sourcing client supplies and consumable items
• Coordinate with Account Managers on logistics for large projects, as needed
• Process lost business per standard operating procedure
• Manage client reference program
• Generate and mail price increase letters as needed
• Attend "A" account Sales/ops walkthroughs, as needed
• Assist with pulling reports to support company initiatives
• Update client scope of services and investment summaries as needed
• Support with client engagement and retention tools
• Track and confirm results of NJS leads from sales to ops
• Assist in the development and implementation of operational policies and procedures.
• Support initiatives of business administration department
• Act as back-up to Sales & Marketing Coordinator and Office Coordinator

Skills and abilities required:

Ability to develop excellent relationships with clients and positively influence them to agree to extra charge managed services

• Ability to use excellent judgement, always handle confidential materials and display a professional demeanor
• Ability to plan, organize and prioritize work duties and responsibilities
• Ability to meet all deadlines
• Ability to speak, write and read English fluently
• Ability to accurately add, subtract, multiply, and divide in all units of measure
• Ability to accurately calculate rate, ratio, percent and margin
• Willingness to give and receive constructive criticism
• Ability to work well with a variety of personality types in a fast-paced environment and frequently perform variety of tasks involving different aptitudes, technologies, and procedures.
• Must present in a professional manner
• Excellent written and verbal communication skills

Physical demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified disabled individuals to perform the essential functions unless doing so would cause an undue hardship to the Company or there is a direct threat to the health and safety of the individual or others.

While performing the duties of this job, the employee is regularly required to use hands to finger handle, or feel objects and/ or tools, reach with hands and arms, must be able to see, communicate and hear. The employee frequently is required to stand, walk, stoop, kneel, crouch, or crawl. The employee may occasionally lift and /or move up to fifty pounds; and very few times lift and /or move more than one hundred pounds. Specific vision abilities required by this job includes close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Job Type: Full-time

Pay: $25.00 per hour

Schedule:

• 8 hour shift
• Day shift

Education:

• Bachelor's (Required)

Experience:

• Administrative: 1 year (Required)

Ability to Commute:

• Marlborough, MA 01752 (Required)

Work Location: In person

Salary : $25