Administrative Support Coordinator

• 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.).