Administrative Coordinator

**Job Overview**
Overview:
The Administrative Coordinator is an essential member of the organization, responsible ensuring the smooth operation of day-to-day activities. They play a crucial role in maintaining efficient workflows, facilitating communication, and assisting staff members across various departments. The Administrative Coordinator serves as a central point of contact for all stakeholders, providing regular updates, and resolving issues confidently, and independently.

**Key Responsibilities**:

- Office Maintenance_
- Greet clients upon entry to the showroom.
- Maintain showroom appearances including but not limited to;
- Seasonally decorating
- Restocking of office supplies and kitchen.
- Preparing boardroom for upcoming presentations
- Ensuring showroom and lunchroom are kept clean at all times.
- Inspecting cleaning performed by afterhours crew.
- Ensure stock and refills for in air filter diffusers are up to date.
- General tidy and keep up of office including dusting, wiping, cleaning windows (both interior and exterior, as needed)\
- Contact and follow up with property management company regarding snow removal, trash clean up, mechanical system repair/maintenance, and any other requests made by management.
- Reviewing alarm system regularly for unusual and suspicious activity, reporting directly to management.
- Manage office supplies, lunchroom stock, equipment, and general facilities to ensure a well-equipped and organized workspace in both offices.
- Oversee the maintenance of office infrastructure, including IT systems, utilities, and security protocols.
- Efficiently receive and accurately log all incoming packages to both office and shop.
- Inspect and document all incoming packages and deliveries, verifying all package contentsas well as potential damages.
- Organize and categorize packages for easy retrieval and distribution, while maintainingcommunication with appropriate department managers.
- Maintain all organized storage areas, including office supplies, and received packages.
- Assist in resolving any discrepancies or issues with incoming shipments.
- Adhere to company polices and procedures regarding package handling and security.
- Provide exceptional customer service to internal and external stakeholders regardingpackage inquiries and deliveries.
- Maintain detailed records of package transactions utilizing all applicable systems in placeby Management.
- Immediately notify all recipients of package arrivals for any deliveries deemed to contain highly sensitive items.
- Administrative Support_
- Maintain companywide Google Calendar, as directed by Management.
- Schedule appointments, meetings, and conference calls, and manage calendars forexecutives and team members.
- Vet all prospective projects.
- Prepare weekly upcoming opportunities document for sales team management.
- Retrieve mail from community mail box, and distribute to correct departments/personnel ona regular and consistent basis, while maintaining confidentiality at all times.
- Assist with the coordination of professional photography services for completed projects.
- Provide general administrative support to the management team and staff members where directed.
- Some tasks may include but are not limited to;
- Uploading Documents to Company Drive
- Ensuring Health and Safety details, documents and items are up to date,and maintained as needed.
- Update master consumables listing as provided by Production Manager on amonthly basis.
- Print Scheduling Packages ready for print and prepare for Project Scheduler.
- Create Job Site Binders for each Project ahead of Project Kickoff Meetings.
- Set up and de-active accounts and devices where required for new hires, as directed by Management. (BuilderTrend, Google, Phone, Apple.)
- Assist in the organization and coordination of company events, workshops, and training-sessions where directed.
- Updates the company’s social media accounts and contributes to the company’s social media strategy to enhance brand awareness and engagement as necessary;
- Supports the creation of promotional materials and campaigns to ensure brand consistency across all communication channels;
- Data Entry and Record-Keeping_
- Maintain electronic and physical filing systems to organize documents, records, and other administrative materials.
- Input and update data in databases, spreadsheets, and other digital platforms with accuracy and attention to detail.
- Update and send out all projects listing companywide every month.
- Correspondence and Communication_
- New employee orientation, as directed by Management.
- Serve as a liaison between internal teams, departments, and external stakeholders,conveying messages and information effectively where needed.
- Maintain confidentiality of sensitive information and exercising discretion and judgment when handling confidential information and sensitive matters.
- Networking Coordination:_
- Assist and collaborate on the planning and organizatio