Administrative Coordinator Job Description

Administrative Coordinator Job Description

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Administrative coordinator provides general office support; assists with various day-to-day activities and projects including scheduling meetings, general clerical and administrative support, and responding to phone calls.

Administrative Coordinator Duties & Responsibilities

To write an effective administrative coordinator job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative coordinator job description templates that you can modify and use.

Sample responsibilities for this position include:

Provide general office services and arrange for office equipment, computer and telephone systems servicing
Disbursement of petty cash
Work with representatives to make travel arrangements
Assist in preparing reports and presentations
Make sure documents are properly filed
Maintaining asset formation documents (deeds, closing statements, LLC agreements) for each asset
Sorting mail and arranges calendar for business related meetings/closings
Reoccurring information requests from lenders and other service providers
Creating charts, tables, and graphs of fund level information
Proofreading reports for spelling, grammar and layout, making appropriate changes

Administrative Coordinator Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Administrative Coordinator

List any licenses or certifications required by the position: CPE, US, SHRM, RSA, IRB, CME, NCRA, COM, CAPM, PMP

Education for Administrative Coordinator

Typically a job would require a certain level of education.

Employers hiring for the administrative coordinator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Business, Communication, Business/Administration, Graduate, Communications, Associates, Computer, Accounting, Supervision

Skills for Administrative Coordinator

Desired skills for administrative coordinator include:

Accounting software
Checks
Deposits
Office procedures and policies relating to cash reports
Register checkups
Specialized bookkeeping
General office equipment
Cash
Computer
Credit cards from the previous day

Desired experience for administrative coordinator includes:

Excellent English language composition and editing skills
Strong planning, organizing and communication skills
Ability to handle multiple tasks, work under general direction and tight deadlines and prioritize workload
Excellent customer service skills and ability to work well under pressure
Creating asset level and basic portfolio level accounting reports
Assistance with all fund level administrative functions

Administrative Coordinator Examples

1

Administrative Coordinator Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of administrative coordinator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative coordinator
  • Coordination and management of department budgets, finance-related tasks within the procurement system
  • Acting as the gatekeeper to Senior and Junior-level professionals and management on a range of relationships, including clients, investors, and internal employees
  • Tracking, preparing, and processing expense reconciliation, out-of-pocket reports, and invoices in a timely manner
  • Scheduling of conference rooms for internal and external meetings and coordination of supporting technology
  • Entering and updating contacts in Outlook
  • Anticipating Managing Director needs and possible issues before they arise
  • Sending to Accounts Payable for Processing
  • Approving invoices
  • Navigating all expenses through Workday
  • Entering all expenses in OTPS spreadsheet
Qualifications for administrative coordinator
  • Confirm all invoices are paid
  • Maintaining hard copies of all invoices
  • Reconciling all expenses & receipts
  • Replenishment of fund
  • Ordering all office supplies for department
  • Purchasing equipment (computers, monitors, copiers) as necessary
2

Administrative Coordinator Job Description

Job Description Example
Our growing company is hiring for an administrative coordinator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative coordinator
  • Assist in preparation of proposals, technical reports, and the administration of government contracts including monitoring deadlines to ensure all tasks are implemented as stated within contracts
  • Assist in customer and internal meetings when necessary
  • Update and maintain project schedules
  • Interprets and organizes data in the preparation of reports, spreadsheets or presentations
  • Coordinates the development and maintenance of financial records for operating capital and headcount budgets across multiple departments
  • May supervise or lead the work of other employees in accomplishing administrative responsibilities
  • Answers and screens incoming calls to provide information and direct calls to appropriate staff
  • Establishes and maintains files, reports, and other hard copy or computerized information related to departmental operations
  • Coordinates and schedules travel and meeting arrangements
  • Codes, verifies and processes expense reports and invoices for supervisor or other staff
Qualifications for administrative coordinator
  • Education equivalent to graduation from High School, or the equivalent in related work experience, demonstrating the ability to provide the highest level of customer service in a variety of settings and situations
  • Demonstrates thorough knowledge of Map Point and/or other applicable internet applications
  • Demonstrates knowledge of Hazardous Materials Regulations, OSHA, and DOT regulations a plus, or demonstrates a willingness to learn details of each
  • Demonstrates the ability to speak a second language (Spanish/French) a plus
  • Experience in an office environment performing administrative support or customer service
  • Strong interpersonal skills and demonstrated ability to contribute as a team member
3

Administrative Coordinator Job Description

Job Description Example
Our growing company is hiring for an administrative coordinator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative coordinator
  • Setup conference rooms for meetings, ordering breakfast, lunch, dinner and refreshments for clients as needed
  • Organize and orchestrate all logistics, making sure all shipments are sent and distributed
  • Work closely with Senior Executives
  • Provide operational and administrative support for a team of client service management professionals who are responsible for development of new business and management of clients, engagements and Consultants
  • Input and track project-related documentation, including the preparation of formal client agreements and engagement paperwork
  • Develop strong working relationships with our Consultants, serving as their go-to person for issues related to their projects, coordination of pre-employment verifications, travel arrangements and payroll
  • Follow-up on accounts receivable issues with the support of client service management
  • Coordinate marketing activities including updating contact information and planning office events
  • Support the internal management team including calendar management, travel, and time and expense entry
  • Receive and interact with incoming visitors, and liaise with external clients and internal staff at all levels
Qualifications for administrative coordinator
  • Ability to maintain and protect confidential information
  • Basic data entry skills such as ten-key data entry skills, entering alpha-numeric data with accuracy, enter, retrieve and correct database files, familiarity with basic data processing
  • Experience working with various software applications such as Microsoft Office (Word, Excel, Power Point, Outlook)
  • Working knowledge of SAP related to time entry, travel reimbursements, and shopping cart
  • Knowledge of JHU student employment processes preferred
  • Must be highly organized with attention to detail with the ability to prioritize multiple responsibilities
4

Administrative Coordinator Job Description

Job Description Example
Our company is looking to fill the role of administrative coordinator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative coordinator
  • Locker Management – responsible for working with Circulation and Facilities staff, as needed, to re-core and troubleshoot lockers checked out to students
  • Signage – will be responsible for working with the Facilities Manager, Facilities Coordinator, and other library departments to establish signage guidelines for the library building
  • Finishes and Furniture – will be responsible for working with the Facilities Manager and Facilities Coordinator to establish and execute annual maintenance needs for library finishes (carpet, paint)
  • Faculty Studies & Graduate Work Stations – responsible for the distribution, tracking, and inventory management of the Faculty Studies and Graduate Work Stations
  • Ticketing System (JIRA) – will assist with coordination and distribution of facilities services requests to appropriate departments for attention and help track open requests
  • JCard – will be responsible for the maintenance, tracking and adjustments to the JCard room access system, and will need to work closely with the JCard office
  • Maintains inventory and equipment service records
  • Submits and reconciles SAP purchasing requests and receipts for post-docs and scientists, and assists as needed in tracking inventory of research supplies & materials
  • Provides trouble shooting support for HSC facilities
  • Takes minutes at Departmental and Unit Level meetings, and as called upon by the Director
Qualifications for administrative coordinator
  • Strong technical skills in Microsoft Suite, MS Word, MS Excel, and MS Outlook
  • Exceptional organizational skills and ability to multitask required
  • Facilitates and provides support to Lead Scientist and Project PI for Heritage Science for Conservation
  • Posts research on Departmental webpage, as requested
  • Ability to act proactively and independently, exercising good judgment, thinks creatively to accomplish complex projects and be someone who can work with multiple interruptions and stay on task
  • Must be able to perform duties without direct supervision or guidance on a regular basis
5

Administrative Coordinator Job Description

Job Description Example
Our innovative and growing company is hiring for an administrative coordinator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative coordinator
  • Assist the Administrator of the Department with financial and administrative
  • Provides support to Service Delivery Pre-Class, In-Class and Post-Class Process Flow
  • Prepares customized business development and sales presentation materials
  • Coordinates all communication between consultants, clients, and candidates to expedite and schedule interviews and client site visits
  • Monitors and expedites all candidate interview activity from initial contact to on-site with client
  • Provides candidates with search information materials via mail, electronically, or using web-based applications as necessary
  • Works with in-house or external travel agency representatives to coordinate all travel and logistics throughout the search process
  • Proofreads all written materials being submitted to clients as part of the candidate slate, including candidate summaries and narrative references, to ensure orderly and rational content, consistent formatting, and proper spelling, grammar and punctuation are present
  • Prepares all final candidate slate documentation in a consistent format, suitable for presentation to a client
  • Enters client and candidate information in the designated Client Management or Applicant Tracking System (ATS), runs queries and reports as necessary
Qualifications for administrative coordinator
  • Manage incoming and outgoing mail, Fed Ex, UPS, and any other deliveries for the floor
  • Maintain office compliance on LEED initiative and actively participate on Green Team
  • Manage administrative duties for office
  • Order and stock supplies in our kitchen and supply areas
  • Prepare new hires’ workstations and ensure they have necessary office supplies
  • Build and maintain good relationship with building management and building parking employees

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