Administrative Coordinator Job Description
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:
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:
Desired experience for administrative coordinator includes:
Administrative Coordinator Examples
Administrative Coordinator Job Description
- 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
- 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
Administrative Coordinator Job Description
- 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
- 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
Administrative Coordinator Job Description
- 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
- 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
Administrative Coordinator Job Description
- 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
- 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
Administrative Coordinator Job Description
- 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
- 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