Administrative Coordinator

We are seeking a highly motivated and experienced Administrative Coordinator. This role is a true administrative support role with create elements mixed in, making it an excellent opportunity to gain hands-on experience in various tasks while working with a dynamic team. The ideal candidate is a proactive problem solver with a passion for people, providing administrative support, being highly detail oriented, and proactive.

About the role:  

In this role, you'll need to be a jack of all trades in the administrative world. You will provide administrative support to the Project Management team and HR/Marketing team. We’re looking for a versatile team player who is detail oriented, has a proactive and positive attitude, enjoys being creative and designing, and who thrives in both collaborative and independent work environments. This is a multi faceted role supporting two departments, no day will be the same, and you should thrive in an upbeat, fun, but productive environment. 

We are willing to train the right candidate who has strong administrative skills, brings a positive and proactive mindset, is creative and enjoys design, eager to learn, highly detail oriented. 

This is a full time in office position working Monday - Friday 8am - 5pm at our corporate office and is benefits eligible. 

Key Responsibilities:

• Manage front reception operations, including phone calls, email correspondence, office supply orders, maintain cleanliness of communal areas (conference rooms, lounge, gym, etc.), and coordinate with vendors for facility needs (janitorial, IT support, office supplies, etc.).
• Processing payroll weekly (multi state)
• Provide administrative support to HR/Marketing department, tasks could include but not limited to: assisting in event planning, from corporate meetings to philanthropic initiatives, create and edit various digital marketing flyers, newsletters, manage and create all social media posts, website updates, maintain office organization of common areas, answer phones and direct guests.
• Provide administrative support to our Project Management department, tasks include; verify permits / licensing (state/county/local), W9's and COI's, prepare lien waivers, project and vendor set up, process subcontracts and pay applications and invoices, request project closeout information, communication with clients, prepare meetings, uploading budgets. maintain change orders, warranties, and final sub lists.
• Maintain confidentiality when handling HR-related tasks.
• Coordinate employee recognition programs and events such as service anniversaries, ordering and distributing flowers/gifts, meals, and managing preflight meetings.
• Source and order company branded SWAG, manage company branded apparel orders.
• Troubleshoot office equipment and coordinate repairs with IT and vendors.
• Collaborates positively and professionally with stakeholders (vendors, suppliers, subcontractors, owners, reps, architects, city officials, and employees).

What we're looking for:

• Consistently able to work in the office between 8am-5pm Monday – Friday. 
  
• Willingness to learn with a positive, proactive attitude.
• Ability to work independently with a solutions driven mentality when tackling projects. 
• Detail oriented, strong communication, and highly organized. 
•  Demonstrates creativity and resourcefulness in designing and editing various digital marketing content and knowledgeable in various digital marketing software applications and content creation.  
• Ability to complete assigned projects in a independent, timely, and accurate manner. 
• Maintain a level of confidentiality when assisting in the HR department.

 Technology

• Proficient in Microsoft Suite (Word/Excel/PowerPoint), HRIS platforms, Accounting software, Construction Management software.  
• Proficient in Canva, Adobe Creative Suite (Photoshop/Illustrator/Express/Firefly).
• Knowledge of Copilot, ChatGPT or other generative AI tools.
• Knowledge in WordPress or back end website editing desired.