Administrative Coordinator NANA - 909 Building

Job Description

The Administrative Coordinator provides comprehensive administrative, organizational, and coordination support to ensure the efficient operation of the organization and its projects. This position coordinates schedules, documents, communications, meetings, records, and day-to-day administrative activities while maintaining a high level of professionalism, accuracy, confidentiality, and customer service.

The Administrative Coordinator works closely with management, project teams, contractors, vendors, clients, and other stakeholders to facilitate timely communication and keep administrative processes organized and on schedule.

Responsibilities

ADMINISTRATIVE & EXECUTIVE SUPPORT

• Review and address incoming work requests related to areas of support involving logistics, building services, or purchasing.
• Coordinate daily administrative activities and provide support to management and project teams.
• Prepare, format, distribute, and maintain correspondence, reports, meeting minutes, forms, spreadsheets, and other documents.
• Maintain organized electronic and hard-copy filing systems and project records.
• Coordinate meetings, appointments, conference calls, and calendars.
• Prepare meeting agendas, take meeting notes, and distribute action items and follow-up information.
• Track deadlines, deliverables, approvals, submittals, invoices, and other administrative requirements.
• Assist with preparation and processing of purchase orders, invoices, contracts, change orders, and payment documentation.
• Coordinate communication between internal staff, clients, contractors, consultants, vendors, and other project stakeholders.
• Monitor incoming and outgoing correspondence and ensure information is routed to the appropriate personnel.
• Maintain confidential and sensitive information in accordance with company policies.
• Assist with onboarding, personnel documentation, training records, and other administrative HR functions as assigned.
• Order and maintain office supplies, equipment, and other administrative materials.
• Assist with travel arrangements, expense reports, and scheduling as needed.
• Prepare presentations, spreadsheets, status reports, and other management-support materials.

CONSTRUCTION / PROJECT ADMINISTRATION SUPPORT

• Maintain project correspondence and document logs.
• Assist with tracking RFIs, submittals, requests for information, meeting minutes, and action items.
• Coordinate contractor, consultant, owner, and project team communications.
• Maintain project schedules and administrative trackers.
• Assist with processing pay applications, change orders, and supporting documentation.
• Organize construction meeting documentation and distribute meeting records.
• Maintain project closeout documentation and records.
• Assist with maintaining current project drawings, specifications, permits, and other contract documents.
• Coordinate site meetings, inspections, and project-related appointments.
• Support the project management team with general administrative and document-control requirements.

MANAGE INVENTORY SUPPLY

• Assist with organizing, inventorying, managing building, first aid and office supplies. Works with team to replenish supplies.
• Manages the organization and inventory of items in storage.

OTHER DUTIES AS ASSIGNED

• Based on staffing, may provide back-up support to Executive Administration team support, receptionist, logistics as needed.
• Other duties that are pertinent to the department or unit’s success also may be assigned.

Qualifications

• High school diploma (or GED).
• Associate degree in Business or a related field preferred; additional relevant experience may be considered in lieu of the degree.
• 3 - 5 years of administrative, office coordination, project administration, or related experience preferred.
• Intermediate proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint. Proficiency will be assessed as part of the interview and selection process.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to maintain electronic filing and document-management systems
• Experience with project management, construction management, or document-control software is preferred.
• Ability to create and maintain spreadsheets, logs, trackers, and reports.
• The ability to work weekends and callouts when necessary.
• Must be able to pass background check.
• A valid driver’s license and a driving record acceptable to the company's insurance carrier is required.

Working Conditions and Physical Requirements

Weather: Indoors - environmentally controlled; requires most or all work to be done inside.

Noise level: The noise level in the work environment is usually that of a standard office atmosphere.

Description of environment: Office building with standard office environment.

Physical requirements: Employee is required to occasionally lift and/or move up to 25 lbs. Frequently required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, see, taste/smell, and carry weight/lift.

Travel: Up to 25%, will travel as needed.