The Administrative Coordinator provides project coordination of assigned service areas and general administrative assistance. Work is performed with direction of technical, corporate and administrative staff; under supervision of the Office Leader.
PROJECT COORDINATION (50%)
- Project Coordination – coordinate and administer projects including preparing and issuing proposals; set up proposals, jobs, and budgets in our ERP System; provide production support; issue final reports; provide invoice support; and track client specific invoicing requirements and final report submittals.
- Production Support – provide accurate and timely support to technical, marketing, sales, and management personnel in all areas of production including word processing, formatting, proofreading, data entry, editing, copying, and binding company reports, proposals, correspondence, and other technical documents according to company’s styles and standards.
- Coordinate with project vendors.
- Prepare subcontractor work orders and purchase orders.
- Ensure all final documents are saved in the network drive.
- Provide assistance on special projects, including data entry, research, spreadsheets, charts, tables, and marketing materials.
- Maintain administrative files including but not limited to Professional Services Agreements, billing files, closed job files, vendor files, potential vendor files, etc.
- Communicate internally to secure the work necessary to maintain a billable goal.
ADMINISTRATIVE SUPPORT (50%)
- Greet and assist visitors; offer coffee/drinks to guests when they arrive.
- Mail distribution – date stamp, sort, and distribute incoming mail. Stamp and prepare outgoing mail and certified mail.
- UPS Administrator (shipping & delivery) – Manage accounts including establishing relationships with UPS representative(s) and continually seeking cost-effective shipping methods. Specific duties include updating online preferences, tracking job numbers, reconciling weekly invoices, and ordering supplies. Distribute incoming packages, prepare all outgoing packages and arrange for shipment.
- Invoice Coding – code all invoices and distribute to appropriate staff for approval.
- Oversee Outlook Conference Room coordination.
- Responsible for fleet maintenance (track, schedule, transport, follow-up, etc.).
- Coordinate equipment maintenance for repair as needed; maintain/track service records.
- Inventory and stock field supplies.
- Make travel arrangements for company staff.
- Assist with building management issues/concerns (furniture repairs, issues with vendors, etc.)
- Maintain, clean, and stock conference rooms as needed; clean kitchens on a daily basis. Keep reception area and front copier/production areas cleaned and stocked with paper and supplies.
- Prepare coffee and provide drinks for meetings and guests.
- Coordinate breakfasts or lunch for meetings as requested (i.e., place order, setup serving area, and pick up, if necessary).
- Miscellaneous administrative support activities including but not limited to backup phone support, run general errands, deliver reports, etc.
- Other tasks as may be assigned related to the business of August Mack Environmental, Inc.
ACCEPTABLE EXPERIENCE AND TRAINING:
Requires 2+ years of administrative experience and an associate’s degree in business administration or a similar field. Requires strong computer skills in Microsoft Office (Outlook, Word, Excel) and Adobe Professional/Writer. Experience with project coordination (proposals) is a plus. The ideal candidate should be well organized and detail-oriented, possess strong proofreading skills, and exhibit strong leadership and time management skills. Other combinations of experience and education that meet the minimum requirements may be substituted.
Required Knowledge, Skills and Abilities:
- Proper business English, spelling, and grammar.
- Office practices, procedures, and equipment operations.
- Microsoft Office applications
- Strong verbal and written communication skills.
- Strong multi-tasking skills.
- Operate a multi-line phone system.
- Operate a personal computer.
- Learn customized computer programs.
- Work cooperatively with internal and external customers.
- Learn job-related material primarily through verbal instruction and observation. This learning takes place mainly in an on-the-job training setting.
- Remain in a sitting position for extended periods of time.
- Move light objects weighing up to 50 pounds, such as mail, supplies, and files short distances.
- Sort, separate, arrange, file, or distribute incoming and outgoing mail and/or packages.
- Work safely without presenting a direct threat to self or others.