Administrative Services Coordinator

Department: Administration / Human Resources
Reports To: Senior Office Manager
Position Type: Full-Time

Position Summary

Provides administrative, front desk, and HR support to ensure the efficient operation of the office. Serves as a professional point of contact for employees, applicants, visitors, and callers while supporting records, scheduling, document processing, and daily office needs.

Essential Duties & Responsibilities

Front Desk & Office Support

• Staff the front desk, primarily Mondays and Fridays, with occasional schedule changes.
• Answer phones and greet/direct employees, applicants, visitors, vendors, and delivery personnel.
• Manage incoming packages and meeting room scheduling.
• Open and secure the office according to daily procedures.
• Assist with general office projects and assigned duties.
• May need to support with mail runs due to absenteeism.

Human Resources Support

• Collect, scan, file, and maintain HR and employee documentation, including I-9s.
• Track termination, progression, and performance documentation.
• Prepare 30-, 60-, and 90-day progression reports and weekly HR reports.
• Maintain employee files and the Who's Who directory.
• Prepare benefit orientation materials and assist with employee engagement activities.
• Support the HR team with administrative projects.

Data Entry & Recordkeeping

• Maintain assigned spreadsheets, records, and binders.
• Complete data entry, scanning, billing, filing, and document preparation.
• Prepare labels and other administrative materials.

Operations, Vehicles & Supplies

• Monitor the company van schedule and prepare keys for scheduled departures.
• Communicate vehicle information as needed.
• Monitor, organize, and replenish office and HR supplies.
• Maintain inventory, including safety glasses and other office items.

General Duties

• Maintain an organized, professional front desk and HR work area.
• Assist with company events and activities.
• Laminate materials and perform other duties and special projects as assigned.

Qualifications

• High school diploma or equivalent required.
• Administrative, office, customer service, or HR experience preferred.
• Strong organization, communication, time-management, and attention-to-detail skills.
• Ability to maintain confidentiality and manage multiple priorities.
• Professional and courteous demeanor.
• Ability to work independently and as part of a team.
• Basic computer and data-entry skills with ability to learn company systems.

Performance Expectations

Maintain a professional and welcoming presence, complete work accurately and on time, protect confidential information, maintain organized records, and provide dependable support to the Senior Office Manager and HR team. Duties may be adjusted as business needs change.