Administrative Coordinator

About the Role:
We are on the lookout for a dynamic and detail-oriented Administrative Coordinator to join our team in enhancing our operations, supervising activities, and streamlining administrative processes. The ideal candidate will become an essential communication and organizational resource for our team, ensuring the flawless execution of daily tasks and major initiatives.

Duties And Responsibilities

1. Administrative Support:
   Manage calendars, coordinate meetings, and plan events;
   Craft and disseminate internal and external communications, reports, and presentations;
   Keep records, files, and databases meticulously organized.
2. Coordination and Communication:
   Act as a bridge among departments, clients, and vendors;
   Facilitate effective communication to guarantee alignment on objectives and deadlines;
   Coordinate onboarding for new team members and assist in their training.
3. Client Support & Follow-Up:
   Deliver continued support to clients, addressing questions and resolving any concerns;
   Follow up every 72 hours on all requests until completion;
   Highlight the importance of fostering and maintaining robust relationships with clients to gain insights into their needs and ensure their ongoing satisfaction, which may involve regular check-ins and customized solutions.
4. Operations Management:
   Oversee the procurement and inventory management of office supplies and equipment;
   Assist in planning and executing project tasks, ensuring timelines are upheld;
   Monitor and report on the progress of key initiatives.
5. Financial Assistance:
   Prepare and process expense reports, invoices, and budget updates;
   Support basic financial tracking and reconciliation efforts;
   Build relationships with bankers to broaden the range of available options.
6. Process Improvement:
   Innovate and implement new procedures to enhance operational efficiency;
   Identify areas of inefficiency in administrative workflows and recommend solutions.
7. Industry Knowledge & Updates:
   Keep abreast of industry trends to deliver informed insights to clients and internal stakeholders.

Requirements

KNOWLEDGE AND SKILLS

Education
Bachelor's degree in business administration, management, or a related field preferred.

Experience
2+ years of experience in an administrative or coordination role.

Skills And Competencies

1. Proactive and Organized: Ability to manage and coordinate various tasks and processes efficiently; Ability to work independently and collaboratively in a fast-paced environment.
2. Communication: Excellent verbal and written communication to liaise with clients.
3. Attention to Detail: Ensure all documents are properly renamed, filed, and reviewed before submission to avoid errors and rejections.
4. Client Relationship Management: Provide excellent service to clients to ensure satisfaction and retention.
5. Technical Skills: Basic knowledge of Zoho Books and CRM; Strong skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); Experience with scheduling tools (e.g., Google Calendar, Doodle) and project management software (e.g., Asana, Trello).
6. Interpersonal Skills: Positive and professional demeanor; Proven ability to build relationships and foster teamwork.