Remote Administrative Coordinator | WFH Support Specialist

Job Overview

We are looking for an exceptionally organized and resourceful individual to join our team as an Administrative Coordinator. In this critical role, you will provide vital administrative support to the management team, facilitating seamless operations across our regional offices. Your responsibilities will encompass various tasks, from project management and event coordination to communication and logistical support.

Key Responsibilities

• Deliver comprehensive administrative support to promote operational efficiency and align with our organization’s objectives.
• Streamline communication and logistical requirements between regional offices utilizing a variety of online collaboration tools such as Webex, Zoom, Teams, and Google Docs.
• Maintain project management timelines to proactively address operational needs and ensure adherence to deadlines.
• Organize and coordinate schedules and activities for events, including staff meetings, conferences, and retreats across multiple locations.
• Oversee incoming and outgoing correspondence, ensuring prompt responses and follow-ups.
• Assist in the preparation, proofreading, and editing of reports, presentations, and other written communications.
• Keep an orderly and efficient filing system for the Regional Director's documents, ensuring accessibility and proper distribution.
• Take minutes during meetings, draft follow-up action plans, and monitor progress toward established outcomes.
• Manage social media and online communication platforms to enhance internal communication and coordination.
• Support the forecasting and organization of the annual staff development and training schedule, while following up on training initiatives.
• Aid in payroll processing, human resources, and employee assistance initiatives for the Regional Director.
• Prepare and oversee expenditure and post-travel expense reports, ensuring timely and accurate submission.
• Process invoices and confirm prompt payments.
• Conduct research and evaluations for corporate and operational tasks to support ongoing projects.
• Assist with procurement processes, including gathering quotes and liaising with vendors.
• Help organize regional and company-wide events, overseeing logistics such as venue bookings and equipment arrangements.
• Coordinate travel plans for the Regional Director and staff, including hotel accommodations and transportation arrangements.
• Contribute to the preparation of performance evaluations and monitor staff milestones while managing sensitive HR documentation.
• Ensure clear dissemination of updates, policies, and procedures across regional offices.
• Facilitate the proper setup of meetings, including necessary equipment and catering arrangements.
• Manage office supplies to optimize resource usage across regional locations.
• Review management mileage and travel documents for accuracy before submission.
• Oversee corporate card expenses and reports, ensuring accuracy and proper processing.
• Collaborate closely with the fiscal department to ensure accurate financial reporting and audit compliance.
• Perform additional duties as required, remaining adaptable to the organization’s evolving needs.
  
  

Required Skills

• Exceptional organizational and office management capabilities, particularly in a remote work environment.
• Strong proficiency in word processing, spreadsheets, databases, social media, and online collaboration tools. Familiarity with Office 365, Google Docs, and similar platforms is essential.
• Superior writing and editing skills.
• Bilingual (English/Spanish) preferred.
• Excellent interpersonal skills and ability to effectively engage with team members and stakeholders.
• Flexibility to work in both traditional office and remote settings.
• Capacity to handle confidential information with discretion and maintain data security.
• Willingness to travel within Texas as required.
  
  

Qualifications

• Bachelor's degree preferred, or an equivalent combination of education and experience.
• A minimum of three years of experience in an administrative assistant role supporting high-level management, such as CEOs and Directors.
• Experience in project coordination and personnel management is advantageous.
• A professional demeanor and appearance are imperative.
  
  

Career Growth Opportunities

This position offers a significant opportunity for professional development, enabling you to enhance your skills and take on greater responsibilities as you progress in your career. By joining our team, you will be positioned to explore avenues for advancement within the organization.

Company Culture And Values

Our organization is committed to fostering a collaborative work environment where teamwork and support are paramount. We value diversity and inclusion, striving to create a workplace that empowers every employee to succeed.

Networking And Professional Opportunities

Joining our team provides valuable networking opportunities within a diverse professional community. Engage with industry peers and collaborate on projects that will enhance your skills and career trajectory.

Employment Type: Full-Time