Administrative

Administrative Coordinator job description

An Administrative Coordinator manages executive calendars, coordinates meetings, maintains records using Microsoft Office and SharePoint, ensuring seamless operations.

Published June 17, 2024Updated May 9, 20262738 likes

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Job brief

We are seeking a detail-oriented Administrative Coordinator to serve as the operational hub for our executive team and support seamless business operations across multiple departments. In this role, you will manage complex scheduling, coordinate high-level meetings, oversee vendor relationships, and ensure our administrative processes run efficiently using modern office management systems. You'll work closely with C-suite executives, department managers, and external partners while taking ownership of critical organizational tasks that keep our business moving forward. If you excel at multitasking, thrive in dynamic environments, and take pride in creating order from complexity, this position offers excellent growth opportunities.

Key highlights

Manage executive calendars and coordinate complex scheduling across multiple time zones using Outlook and scheduling platforms
Organize board meetings, client presentations, and company events, handling logistics from venue booking to catering coordination
Process expense reports, purchase orders, and vendor invoices using ERP systems like NetSuite or SAP
Serve as primary contact for vendors, suppliers, and service providers, managing relationships and contract renewals

What is a Administrative Coordinator?

An Administrative Coordinator is a professional who serves as the organizational backbone for executive teams, departments, and business operations. Working with tools like Microsoft Outlook, SharePoint, and CRM systems, Administrative Coordinators manage complex scheduling, coordinate multi-stakeholder meetings, and maintain critical business documentation. Their expertise in office management software, vendor coordination, and process optimization directly impacts organizational efficiency and executive productivity across all business functions.

What does a Administrative Coordinator do?

An Administrative Coordinator manages executive calendars using Outlook, coordinates board meetings and client presentations, and maintains filing systems in SharePoint and document management platforms. They process expense reports through systems like Concur, coordinate travel arrangements via corporate booking platforms, and serve as the primary liaison between executives, department heads, and external vendors. Daily tasks include preparing meeting agendas, managing conference room bookings through scheduling software, and updating CRM databases with client interaction records.

Key responsibilities

Manage executive calendars and coordinate complex scheduling across multiple time zones using Outlook and scheduling platforms
Organize board meetings, client presentations, and company events, handling logistics from venue booking to catering coordination
Maintain confidential personnel files, contracts, and legal documents in SharePoint and secure document management systems
Process expense reports, purchase orders, and vendor invoices using ERP systems like NetSuite or SAP
Coordinate travel arrangements including flight bookings, hotel reservations, and ground transportation through corporate travel platforms
Prepare executive briefing materials, PowerPoint presentations, and meeting minutes for senior leadership discussions
Serve as primary contact for vendors, suppliers, and service providers, managing relationships and contract renewals
Oversee office supply procurement, facility maintenance requests, and workspace management using inventory tracking systems

Requirements and skills

Proficiency in Microsoft Office Suite, particularly advanced Excel functions, PowerPoint design, and Outlook calendar management
Experience with document management systems such as SharePoint, Google Workspace, or equivalent collaboration platforms
Associate's degree in Business Administration, Office Management, or related field, or equivalent professional experience
3+ years of administrative coordination experience supporting senior executives or managing departmental operations
Familiarity with expense management software like Concur, Expensify, or similar platforms for processing financial documentation
Strong written communication skills for drafting professional correspondence, meeting summaries, and executive briefings
Ability to handle confidential information including executive decisions, personnel matters, and strategic business discussions
Certified Administrative Professional (CAP) or similar office management certification preferred for career advancement

FAQs

What does an Administrative Coordinator do on a daily basis?

An Administrative Coordinator handles executive scheduling, coordinates meetings and events, manages correspondence, and maintains organizational systems throughout the day. They use tools like Microsoft Outlook to manage complex calendars, prepare meeting materials and presentations, process expense reports through financial software, and serve as a liaison between executives and external vendors. Daily responsibilities also include updating databases, handling confidential documents, coordinating travel arrangements, and ensuring office operations run smoothly by managing supplies and facility needs.

What skills and qualifications does an Administrative Coordinator need?

Administrative Coordinators need strong proficiency in Microsoft Office Suite, particularly Excel and PowerPoint, along with experience in document management systems like SharePoint or Google Workspace. Most positions require an associate's degree in Business Administration or equivalent experience, plus 2-3 years of administrative support experience. Key skills include calendar management, vendor coordination, expense processing, and the ability to handle confidential information professionally. Many employers prefer candidates with certifications like Certified Administrative Professional (CAP) and experience with ERP or CRM systems.

Who does an Administrative Coordinator work with?

Administrative Coordinators work closely with C-suite executives, department managers, and senior leadership teams as their primary internal contacts. They regularly interact with external vendors, suppliers, clients, and service providers to coordinate meetings, manage contracts, and handle business relationships. They also collaborate with HR teams on onboarding processes, work with finance departments on expense processing, and coordinate with facility management and IT support teams. The role requires strong interpersonal skills to effectively communicate with stakeholders at all organizational levels.

What is the career path and salary range for an Administrative Coordinator?

Administrative Coordinators typically earn between $35,000-$55,000 annually, with experienced professionals in major metropolitan areas earning up to $65,000. Career advancement opportunities include progression to Executive Assistant roles, Office Manager positions, or Operations Coordinator roles with increased responsibilities. Many Administrative Coordinators advance to support C-level executives directly, manage larger teams, or transition into project management, human resources, or business operations roles. Professional development through certifications like CAP (Certified Administrative Professional) and skills in advanced software systems can accelerate career growth and salary increases.