Position Summary
The Administrative Services Coordinator provides administrative support to the organization through recruitment and onboarding activities, employee support, accounting assistance, and general office administration. This position serves as a key point of contact for employees, vendors, and the public while helping to maintain efficient office operations and supporting financial and human resource functions.
Essential Duties and Responsibilities
Customer Service/Scheduling
- Call customers to schedule service work, set appointments for sales people, create job folders, confirm appointments
- Follow up with new leads from website, walk-ins and phone calls
- Customer Service – follow up with clients that have received proposals, make calls for sales people, post service follow up for customer satisfaction
- Assist in marketing campaigns, social media and lead generation.
Human Resources
- Coordinate recruitment activities, including posting job openings, scheduling interviews, and communicating with candidates.
- Facilitate new employee onboarding, including preparation of hiring documents and orientation materials.
- Maintain employee personnel files and ensure proper recordkeeping.
- Respond to routine employee questions regarding policies, benefits, and employment matters.
- Assist management with basic employee relations matters and documentation.
- Support compliance with applicable employment laws, regulations, and organizational policies.
Accounting Support
- Assist the Bookkeeper with accounts payable and accounts receivable processes.
- Prepare and enter financial data into accounting systems.
- Process invoices, purchase orders, and related documentation.
- Assist with maintaining accurate financial files.
- Generate reports and assist with financial tracking as directed.
Office Administration
- Answer and direct incoming telephone calls and visitors.
- Order and maintain office supplies and equipment inventories.
- Perform data entry and maintain electronic and paper filing systems.
- Prepare correspondence, reports, forms, and other documents.
- Distribute mail and coordinate office communications.
- Provide general administrative support to departments and staff.
- Assist with special projects and other duties as assigned.
Qualifications
- Associate degree in Business Administration, Human Resources, Accounting, or a related field preferred.
- Two to four years of administrative, HR, accounting, or office support experience.
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
- Strong organizational skills and attention to detail.
- Ability to maintain confidentiality and handle sensitive information.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and deadlines.
Knowledge, Skills, and Abilities
- Working knowledge of basic human resources practices and procedures.
- Understanding of general accounting and bookkeeping principles.
- Strong customer service and interpersonal skills.
- Must present an energetic, upbeat, and positive demeanor when answering and directing incoming calls.
- Ability to work independently and collaboratively.
- Proficiency in data entry and records management.
- Ability to exercise sound judgment and discretion.
