Administrative Coordinator

Job Summary

The Administrative Coordinator will work directly with office staff to ensure all operational administrative tasks are completed efficiently. Under the direct supervision of the office manager/executive assistant, this position will provide comprehensive clerical support to executives, management and other staff, employing strong interpersonal skills and the ability to manage multiple tasks at once.

Essential Functions

  • Manages front office reception operations efficiently; welcomes and greets a diverse group of clients and office guests, answers and screens inbound phone calls in a professional manner and signs for shipments.
  • Designs general correspondence, memos, charts, tables, graphs and presentations. Proofreads and formats documents, making appropriate changes and ensuring accuracy, with little to no supervision.
  • Creates purchase requisitions using SAP.
  • Maintains polite and professional communication via phone, e-mail and mail.
  • Opens, sorts, and distributes incoming correspondence, including faxes, mail, packages and email.
  • Assists with reservations, travel arrangements and meeting preparations.
  • Manages multiple calendars and complex meeting schedules.
  • Manages inventory and ordering of office, break room/kitchen and shipping supplies.
  • Answers non-routine correspondence and assembles highly confidential and sensitive information.
  • Recommends changes in office practices or procedures.
  • Independent judgment is required to plan, prioritize and organize diversified workload.
  • Anticipates the needs of others to ensure their seamless and positive experience.
  • Performs additional duties as assigned.

Education and Training

  • High school diploma or equivalent required.
  • Bachelors degree strongly preferred.
  • 3 to 5 years clerical /administrative experience required.
  • Strong proficiency with Microsoft Office Suite.
  • Experience using SAP a plus.

Skills and Abilities

  • Excellent written, verbal and interpersonal communication skills.
  • Excellent organizational, task prioritization and time management skills.
  • Experience providing support to individuals at all levels of the organization.
  • Careful attention to detail and accuracy.
  • Self-starter who works well independently.
  • Ability to multi-task with the flexibility to assist others.
  • Must be resourceful and a good problem-solver.
  • Ability to rely on experience and judgment to plan and accomplish goals.
  • Ability to manage multiple assignments and work independently within deadlines.
  • Ability to maintain confidentiality on company issues.
  • Strong teamwork skills with the ability to establish and maintain effective working relationships with multiple departments.
  • Must be able to maintain professionalism and a positive attitude.
  • Accessible and flexible to work early/late hours, as well as weekends, when required.
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Job Type: Full-time

Experience:

  • Administrative: 3 years (Required)
  • Advanced MS Office Suite: 3 years (Required)
  • SAP: 1 year (Preferred)

Education:

  • High school (Required)

Job Location:

  • Des Plaines, IL (Preferred)

If interested, you can apply here


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