Administrative Support Coordinator

Description

· Provide support throughout the project management lifecycle, including documentation and tracking.

· General data entry to vendor and project sites with accuracy and in a timely manner. 

· Update insurance, expenses, and business information to project management platforms.

· Preform pre-qualification and administrative functions to coordinate with project partners.

· Manage vendor relationships related to office services and supplies. 

· Keep updated records of office expenses and costs.

· Create a welcoming and professional first impression on behalf of the company.

· Provide basic and accurate information in person and via phone/email.

· Direct in-person visitors and phone calls to the appropriate person and office.

· Ensure all work areas and communal spaces are well-maintained and stocked.

· Receive, sort, and distribute daily mail and deliveries.

· Maintain office security by following safety procedures and controlling access (e.g., monitor logbook, issue visitor badges).

· Perform other clerical duties such as filing, photocopying, transcribing, and faxing.

Requirements

  QUALIFICATIONS

· Proven work experience as an Administrative Assistant, Front Office Representative, Data Entry Clerk or similar role.

· Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and general office software systems.

· Hands-on experience with office equipment (e.g., printers, scanners, & fax machines).

· Professional attitude and appearance.

· Solid written and verbal communication skills.

· Ability to be resourceful and proactive when issues arise.

· Excellent organizational skills.

· Multitasking and time-management skills, with the ability to prioritize tasks while remaining attentive to visitor needs.

· Handles sensitive company information responsibly and ethically.

· Demonstrates initiative in identifying and resolving administrative issues.

Education, Experience, Certifications

· High school diploma or equivalent; further training in office management is beneficial.

· Previous experience in a front office, customer focused responsibility is preferred but not required.

Physical Requirements

· Ability to sit or stand for extended periods.

· Ability to lift and move up to 25 pounds occasionally (office supplies, materials, etc.).