Administrative Coordinator

Handles most daily office work independently and keeps the branch(s) organized and running well.

Responsibilities

• Supports admin and may support project tasks.
• Responsibilities Office, Facilities, and Document Support • Manages correspondence, supplies; coordinates deliveries and basic repairs; keeps filing systems and records updated. • Arranges for small repairs, coordinates with vendors for maintenance, and keeps an updated list of office assets and supplies. • Prepares formatted reports and transmittals; tracks drawing revisions; ensures documents are filed correctly and can be retrieved quickly for audits or QA/QC checks.
• Project, Financial, and Procurement Support • Assists project teams with preparation of progress reports and other project-related documentation. • Records project expenses, prepares basic reports, and follows up with accounting or suppliers about invoices and payments.
• Ensures accurate and timely documentation of all transactions.
• HR, Client, and Compliance Support • Books travel and helps set up new employees’ workstations or accounts. • Organizes meetings and takes minutes; helps prepare tender documents and presentation materials for clients. • Maintains accurate and complete branch license files, updates shared trackers and ensures all digital records and renewal confirmations are properly filed. • Coordinates COI distribution for client contracts, assists with claims documentation, and ensures insurance files are complete and accessible. • Perform other responsibilities as assigned.

Requirements

• Communicates effectively with internal teams and clients by phone, email, and in person. • Plans and tracks tasks, manages deadlines, and maintains clear filing systems. • Comfortable using Word, Excel, PowerPoint, and Outlook for reports and presentations. • Maintains digital and paper files for projects. • Suggests improvements for organizing files or scheduling work.
• HS Diploma and 2+ years or relevant experience; confident using Microsoft Office; organized and reliable.
• Or equivalent combination of education and experience.
• An equivalent combination of relevant education, certification, and experience may be considered, as determined by management and Human Resources.
• Credentials identified for this career level include: • High school diploma or equivalent; associate degree a plus. • Microsoft Office proficiency.
• Physical and Environmental Demands • Primarily an office-based role with occasional travel between REI offices as needed. • Prolonged periods of computer use and frequent communication by phone, email, and in person. • Ability to handle confidential information with discretion. #zr