Job Title: Administrative Coordinator

Position Summary:

The Administrative Coordinator serves as a central point of support for office operations, customer service, dispatch coordination, human resources administration, and general administrative functions. This role is responsible for ensuring smooth day-to-day operations by coordinating front office activities, schedules, job intake and dispatch processes, maintaining fleet records, assisting with employee communications and providing administrative support across multiple departments.

The ideal candidate is highly organized, detail-oriented, customer-focused, and solution-oriented, with the ability to effectively manage competing priorities in a fast-paced environment. Successful candidates will demonstrate strong communication skills, sound judgment, critical-thinking abilities, and a proactive approach to identifying challenges and bringing solutions while maintaining professionalism and confidentiality. This position also supports various HR-related functions, including employee communications, interview scheduling, onboarding documentation, personnel record maintenance, and preparation of employment-related forms.

Key Responsibilities:

Greet and assist visitors, clients, vendors, and employees in a professional and welcoming manner.
Answer, screen, and direct incoming calls, emails, and messages promptly and accurately.
Provide exceptional customer service and address routine inquiries with professionalism and urgency.
Enter and update technician scheduling information within company systems, ensuring accuracy and timely data entry.
Manage job intake processes by accurately collecting customer information, validating key details, and ensuring timely and accurate entry of data into company systems with a high degree of attention to detail.
Schedule and coordinate meetings, conference room reservations, and calendar appointments.
Maintain a clean, organized, and professional reception area, lobby, conference rooms, kitchen, and common areas.
Manage incoming and outgoing mail, deliveries, and packages.
Coordinate daily company vehicle check-outs and returns.
Maintain electronic fleet records, including vehicle maintenance documentation and service schedules.
Schedule vehicle maintenance and repairs while ensuring all records remain current.
Monitor office supply inventory and ordering.
Prepare reports, correspondence, spreadsheets, and internal documentation.
Perform data entry, recordkeeping, and filing with a high degree of accuracy.
Assist with employee communications.
Coordinate candidate interviews and maintain communication with applicants throughout the hiring process.
Prepare onboarding, personnel, and employment-related documents.
Maintain employee records and personnel files in accordance with company policy.
Support new hire onboarding and orientation activities.
Assist HR and management with recruiting, employee engagement initiatives, and administrative projects.
Support management and various departments with administrative projects and special assignments.
Maintain strict confidentiality when handling employee, customer, and company information.
Participate in the after-hours on-call rotation as assigned.
Assist in identifying process improvements that enhance operational efficiency and customer service.
Perform additional duties and special projects as assigned to support team objectives, operational efficiency, and the overall success of the company.

Qualifications:

High school diploma or equivalent required; Associate's degree preferred.
Minimum of 2 years of experience in an administrative, office coordination, customer service, dispatch, HR support, or related role.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
Strong verbal and written communication skills.
Excellent organizational, time management, and multitasking abilities.
Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
Solution-focused mindset with strong problem-solving and critical-thinking skills.
Customer service-oriented with a positive, collaborative attitude.
Professional demeanor and strong interpersonal skills.
Valid driver's license with a clean driving record.
Ability to maintain confidentiality and handle sensitive information with discretion.
Must be able to successfully pass a background check and any pre-employment screenings required by company policy and applicable law.
Strong organizational skills and the ability to adapt to changing priorities.
Self-motivated with a proactive approach to identifying and resolving issues.
Ability to remain calm, composed, and professional in high-pressure situations.
Strong attention to detail with a high level of accuracy in data entry and recordkeeping.

Preferred Skills:

Bilingual in English and Spanish.
Experience with dispatch, scheduling, CRM, HRIS, or job-tracking software.
Experience in restoration, construction, property services, or another service-based industry.

Benefits & Perks:

Health, Dental, Vision, and Life Insurance plans available.
401(k) retirement plan.
Paid Time Off (PTO) and company-recognized holidays.
Training and professional development opportunities.
Career growth opportunities within the restoration industry.
Positive, team-oriented work environment with long-term advancement potential.

Work Environment:

This is a full-time, in-office position during standard business hours. The role requires prolonged periods of sitting, frequent computer use, occasional standing and walking, and the ability to lift and carry office materials weighing up to 25 pounds. Additional flexibility may be required to support after-hours on-call responsibilities and business operational needs.

Alert Disaster Restoration is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, protected veteran status, or any other characteristic protected by applicable law.

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