Administrative Coordinator - Hybrid Schedule! in East Rutherford

Job DescriptionJob Description

Administrative Coordinator | Temp-to-Hire

East Rutherford, NJ area | Hybrid Schedule

Monday through Friday | 8:30am to 5:00pm (plus overtime when needed)

Mondays and Fridays are Remote!

Our client is seeking a detail-oriented and personable Administrative Coordinator to join their team in a fast-paced environment. This role is ideal for someone who is comfortable managing a high volume of emails, communicating with customers and internal teams, processing expenses, and coordinating multiple priorities at once.

Responsibilities:

• Monitor and manage shared inboxes, responding to emails and requests in a timely manner
• Provide phone support and communicate professionally with customers, sales representatives, speakers, and internal teams
• Review and process expenses, ensuring they comply with applicable customer guidelines
• Manage promotional and educational programs within a proprietary database
• Review and process customer attendance rosters and virtual attendee reports
• Upload and maintain accurate program and expense documentation
• Run daily reports and coordinate task assignments for the day and week
• Assist with manager projects and provide coverage for other coordinators as needed
• Ensure program documentation is complete, accurate, and maintained according to company policies
• Work collaboratively with team members to ensure successful execution of meetings and programs
• Maintain confidentiality and adhere to HIPAA requirements and other applicable policies
• Effectively manage high volumes of work while responding to emails and phone calls throughout the day
• Participate in a rotating after-hours phone coverage schedule from 5:00 PM to midnight
• Work occasional overtime as needed; overtime is paid

Qualifications:

• Strong communication and interpersonal skills
• Professional, personable phone presence
• Excellent attention to detail and follow-through
• Ability to work efficiently in a fast-paced, high-volume environment
• Strong organizational and time-management skills
• Comfortable managing multiple priorities and deadlines
• Ability to handle confidential and sensitive information professionally
• Proficiency with Microsoft Office and the ability to learn proprietary database systems quickly