Description

Office & Administrative Coordinator

Position Identification

Non-Exempt

Reports to:  Office Manager

Basic Function

The Office & Administrative Coordinator is responsible for providing comprehensive administrative and office support to multiple departments. This position ensures the office operates efficiently and professionally while maintaining a welcoming environment for employees, visitors, and customers. The role involves multitasking across administrative, HR, accounting, and service functions with an emphasis on organization, confidentiality, and proactive problem-solving.

Key Responsibilities

General Office Administration

• Serve as the first point of contact for visitors and callers; greet all guests in a friendly and professional manner.
• Answer and route multi-line telephone calls; take accurate messages and respond to inquiries promptly.
• Handle incoming and outgoing mail, deliveries, and courier services.
• Maintain office supply inventory and reorder as needed; ensure all work areas are stocked and organized.
• Assist with collecting and organizing receipts, forms, and documents for signatures and approvals.
• Maintain cleanliness and organization of common areas, including reception, breakroom, and meeting spaces.
• Assist with preparing reports, correspondence, and general administrative documents.
• Create and distribute a monthly company newsletter highlighting announcements, employee updates, and events.
• Perform other administrative duties as assigned to support the efficient operation of the office.

Departmental Support

• Provide administrative support to multiple departments, including Service, Sales, HR, and Accounting.
• Assist with service tickets, billings, purchase orders, and project-related paperwork.
• Support the scheduling and coordination of internal and external meetings.
• Act as meeting scribe when required, ensuring accurate and timely distribution of notes and action items.
• Coordinate travel arrangements, including flights, hotels, and rental cars.
• Manage employee clothing program.

Human Resources Support

• Assist with new hire orientations and onboarding activities.
• Prepare, file, and maintain personnel records and new hire paperwork while maintaining strict confidentiality.
• Enter applicant data into the HRIS system; assist with phone screens and interview scheduling.
• Support the H2B visa program through documentation, tracking, and coordination.
• Help organize employee engagement events and team activities.

Key Attributes and Competencies

• Self-Starter: Takes initiative and completes tasks with minimal supervision.
• Organized & Efficient: Able to handle multiple priorities with accuracy and attention to detail.
• Multitasker: Can effectively manage various administrative duties across multiple departments.
• Professional Communication: Demonstrates courtesy, tact, and professionalism in person, on the phone, and in writing.
• Team-Oriented: Works collaboratively while maintaining accountability for individual responsibilities.
• Confidential: Handles sensitive information discreetly and professionally.
• Customer-Focused: Creates a positive experience for visitors, customers, and employees alike.

Qualifications

• Minimum of 3–5 years of administrative or office coordination experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with HRIS systems preferred.
• Strong written and verbal communication skills.
• Excellent time management and problem-solving abilities.