Corporate Administrative Coordinator

Location: Ontario, CA
Job Type: Full-Time

Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m.

Work Arrangement: In Person

Pay: $27.00 - $31.00 per hour

Position Summary

The Corporate Administrative Coordinator is responsible for administering and coordinating key company processes related to Certificates of Insurance, business licenses, permits, vehicle registrations, and other corporate records. Perform other related duties and special projects as assigned.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable managing multiple recurring deadlines. This individual must be able to communicate professionally with clients, insurance brokers, government agencies, employees, and internal departments.

The position will report directly to the Human Resources Manager at the company’s Corporate Headquarters in Ontario, California.

Responsibilities

Certificates of Insurance and Insurance Administration

• Obtain, review, track, and maintain Certificates of Insurance (COIs) and supporting documentation.
• Assist with insurance audits, COI requests, and annual company insurance renewals.
• Coordinate insurance documentation with brokers, vendors, contractors, and internal departments.

Business Licenses, Permits, and Registrations

• Serve as the primary coordinator for company business licenses, permits, and related registrations.
• Maintain a centralized and current listing of business licenses and permits by company, office, jurisdiction, and type.
• Track application deadlines, renewal dates, filing requirements, fees, and supporting documentation and prepare and submit business license applications and renewals to the appropriate governmental agencies.
• Communicate with city, county, state, and other governmental agencies regarding applications, renewals, corrections, notices, and outstanding requirements.

Vehicle and Truck Administration

• Coordinate the administrative aspects of company vehicle and truck registrations.
• Maintain accurate records for company-owned and leased vehicles, including registration information, title documentation, insurance cards, license plate information, vehicle identification numbers, assigned locations, and renewal dates.
• Track vehicle and truck registration expirations and coordinate timely renewals.
• Coordinate vehicle title applications, ownership transfers, registration changes, duplicate documents, replacement plates, and other vehicle-related administrative requests.

Human Resources and General Administrative Support

• Provide administrative support to the Human Resources department, as needed.
• Assist with preparing, organizing, distributing, and maintaining HR-related documents and records.
• Coordinate special projects and recurring administrative processes.

Qualifications

• High school diploma or equivalent required. 
• Associate or bachelor’s degree in business administration, human resources, risk management, finance, or a related field preferred. 
• Two or more years of experience in corporate administration, insurance administration, business licensing, fleet administration, human resources administration, or a related position preferred. 
• Experience managing recurring renewals, licenses, registrations, permits, or other deadline-driven processes preferred. 
• Experience working with Certificates of Insurance and commercial insurance documentation strongly preferred. 
• Experience communicating with insurance brokers, government agencies, clients, vendors, or contractors is a plus. 
• An equivalent combination of education and relevant experience may be considered.

Knowledge, Skills, and Abilities

• Strong organizational and follow-up skills.
• Excellent attention to detail and commitment to maintaining accurate records.
• Ability to take ownership of assigned processes and follow matters through completion.
• Ability to manage multiple priorities, recurring deadlines, and time-sensitive requests.
• Ability to read and understand routine insurance, licensing, registration, and administrative documentation.
• Strong written and verbal communication skills.
• Ability to communicate professionally with clients, brokers, government representatives, and employees.
• Ability to identify missing, inconsistent, expired, or incomplete documentation.
• Sound judgment and the ability to recognize when an issue should be escalated.
• Ability to work independently while collaborating effectively with multiple departments.
• Ability to handle confidential and sensitive information appropriately.
• Strong documentation, file-management, and recordkeeping skills.
• Ability to adapt to changing priorities and learn new administrative processes.
• Professional, dependable, responsive, and service-oriented.

Computer Skills

• Proficiency in Microsoft Outlook, Word, and Excel.
• Ability to create and maintain Excel tracking schedules, renewal calendars, and status reports.
• Ability to maintain organized electronic files and records.
• Ability to learn and use company databases, document-management systems, insurance portals, and governmental agency websites.

Supervisory Responsibilities

This position does not have direct supervisory responsibilities. However, the employee is expected to coordinate assigned processes, communicate requirements and deadlines, and follow up with internal and external parties to obtain necessary information and documentation.

Compensation

$27.00 - $31.00 per hour, depending on relevant experience, qualifications, and skills.

Working Conditions

• Must have the ability to work on a computer for extended periods.

• Ability to lift up to 20 pounds when handling office supplies.

Candidate Must:

Be eligible to work in the United States

Possess a valid driver's license and maintain a driving record acceptable to our insurer

GLA offers a comprehensive benefits package including health/dental/vision insurance, 401(k) retirement plan, life insurance, flexible spending accounts, vacation leave, sick leave and profit sharing.

Sound like a good fit?

Click "Apply" below to submit your cover letter, resume and application. Applicants who are unable to apply online may submit their resume and cover letter by mail to: Human Resources, Geo-Logic Associates, 2777 East Guasti Road, Suite 1 Ontario, CA 91761. (Resumes submitted through postal mail must indicate Job #1129 on the front of the mailing envelope).

DBS&A is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, gender identity, disability and protected veterans status or any other characteristic protected by law.