The
Administrative Coordinator is responsible for day-to-date management of corporate activities. Reporting to the Director of Finance & HR, this person will work to coordinate schedules for management and Board of Director meetings, work in collaboration with the President, Vice President/COO, and Director of Finance & HR, manage vendor files and contracts, research and analyze data for special projects, and prepare reports as needed. They will be responsible for Board agendas and minutes, acting as a liaison for the outsourced minute-taking vendor. Additionally, they will work in coordination with our outsourced human resource function to manage personnel files, employee benefits, company fleet and corporate insurance policies. They will also aid employees in onboarding and offboarding of employees.
This position will perform tasks involving management policy, which requires discretion and judgment in handling confidential company and personnel matters.
Responsibilities- Maintain personnel files for all employees
- Manage vendor contracts
- Act as liaison for HR and minute-taking vendor
- Coordinate Board activities, including schedules, agendas, meeting materials, and minutes
- Oversee corporate insurance programs (Commercial Property, Cyber Liability, General Liability, D&O Liability, Financial Bond, Umbrella, Business Auto, Workers' Comp)
- Manage leased company fleet, gas cards, and mileage reports
- Manage company building security, office layout changes, and furniture and fixture purchases
Qualifications- High school diploma or equivalent (college degree preferred)
- Minimum 5 years of administrative experience, with emphasis on Board of Directors policies and procedures
- Human Resource experience preferred
- Excellent verbal and written communication skills
- Self-driven and results-oriented
- Strong organizational and problem-solving skills with attention to detail
- Proven ability to prioritize tasks and manage multiple projects
- Skilled in Word, Excel, PowerPoint, and HR-related software