Remote Administrative Coordinator for Team Support

Job Overview

We are actively seeking a detail-oriented and versatile Administrative Coordinator to join our dynamic team in a remote capacity. This pivotal role involves providing critical administrative assistance to the management team, ensuring seamless operations across regional offices and contributing to various projects and initiatives.

Key Responsibilities

• Deliver comprehensive administrative support to optimize operational workflows and align with organizational objectives.
• Facilitate effective communication and logistical coordination between regional offices utilizing platforms such as Webex, Zoom, Teams, and Google Docs.
• Maintain and update project management timelines to proactively address operational support requirements and adhere to deadlines.
• Organize and manage schedules for events, including staff meetings, conferences, and retreats, across multiple locations.
• Oversee incoming and outgoing communications, ensuring prompt responses and appropriate follow-ups.
• Assist in the preparation, proofreading, and editing of reports, presentations, and other essential documents.
• Sustain an organized filing system for the Regional Director, ensuring easy access and efficient distribution of materials.
• Document meeting minutes, outline follow-up action items, and track progress towards outcomes.
• Manage and enhance internal communication through social media and online tools to support regional office collaboration.
• Contribute to planning the annual staff development and training schedule, ensuring follow-through on training initiatives.
• Provide support for payroll processing, human resources functions, and employee assistance as needed.
• Prepare and oversee expenditure and travel expense reports, ensuring accuracy and timely submissions.
• Process invoices and ensure their prompt payment.
• Conduct research and evaluations related to corporate and operational tasks to support ongoing projects.
• Assist in procurement processes, including vendor communication and document tracking.
• Coordinate logistics for regional and company-wide events, ensuring all necessary arrangements are in place.
• Organize travel logistics for the Regional Director and other staff, including accommodation and transportation arrangements.
• Assist with performance evaluations, track staff milestones, and manage sensitive HR documentation.
• Ensure effective dissemination of updates, policies, and procedures across regional offices.
• Set up meetings efficiently, including the arrangement of necessary equipment and catering as required.
• Manage inventory of office supplies to promote resource efficiency across regional offices.
• Review management mileage and travel documentation for completeness prior to submission.
• Oversee corporate card expenses and related reports for accuracy and proper processing.
• Collaborate with the fiscal department to ensure accurate financial reporting and compliance.
• Fulfill additional duties as assigned, showcasing flexibility in response to the organization's evolving needs.
  
  

Required Skills

• Exceptional organizational and office management capabilities, particularly in a remote work environment.
• Strong proficiency with word processing, spreadsheet applications, databases, social media, and research tools. Familiarity with Office 365, Google Docs, and other relevant software is essential.
• Excellent writing and editing skills.
• Bilingual (English/Spanish) preferred.
• Outstanding interpersonal skills, with the ability to engage effectively with team members and stakeholders.
• Flexibility to work in both office and home office settings.
• Capacity to handle confidential information with the utmost discretion.
• Willingness to travel within Texas as necessary.
  
  

Qualifications

• A Bachelor’s degree is preferred, or an equivalent combination of education and experience.
• A minimum of three years of experience in an administrative support role, particularly for upper management such as CEOs and Directors.
• Experience in project coordination and personnel management is advantageous.
• A professional demeanor and appearance are required.
  
  

Company Culture And Values

Our organization fosters a culture of collaboration, inclusivity, and continuous improvement. We value adaptability and effective communication, encouraging team members to support one another in a fast-paced environment, all while working towards a common mission.

Career Growth Opportunities

This role offers pathways for professional growth and development, including opportunities for skill enhancement through project coordination, training initiatives, and the potential for advancement within the organization.

Employment Type: Full-Time