Administrative Coordinator

Administrative Coordinator

Job Description

Administrative Coordinator

Overview:
We are seeking an energetic professional who thrives in a fast-paced environment and is comfortable working independently. This role benefits from prior experience in office coordination or administrative support, along with a general understanding of what it takes to keep daily operations running smoothly. The ideal candidate is proactive, organized, and detail-oriented, with the ability to manage office workflows, support site operations, and contribute to an efficient and well-run workplace.

Key Responsibilities:
Coordinate meeting and event logistics, including catering requests, room reservations, setup, and teardown.
Provide logistical and administrative support for onsite committees and employee engagement teams.
Create and distribute facility communications and signage, including digital postings, email announcements, and internal updates.
Assist with creating, preparing, and maintaining documents and resources to support team operations.
Maintain coffee stations and other shared resource areas, ensuring cleanliness, functionality, and a consistent supply of essentials.
Maintain conference rooms, cube spaces, copy stations and common areas to ensure a professional and functional work environment.
Oversee facility inventory and office supply management, ensuring items are stocked, organized, and replenished as needed.
Support visitor management processes, including badge issuance, Wi-Fi access, site tours, etc.
Handle incoming and outgoing mail and shipments, including postage, labels, and coordination with courier services.
Act as the on-site liaison for vendors and facility support needs, coordinating service requests, investigating issues, and ensuring timely resolution.
Provide backup coverage and assistance at the front desk as needed
Other administrative tasks and duties as assigned

Qualifications:
2 - 3 years of relevant experience or training in a professional office environment, supporting administrative or office operations.
High School Diploma required
Associate degree or equivalent preferred

Skills and knowledge:
Strong written and verbal communication skills
Exceptional organizational skills and attention to detail
Excellent interpersonal skills with a strong customer-focused mindset
Ability to work independently with appropriate guidance, using good judgment and a proactive approach to addressing day-to-day issues
Experience supporting office operations and assisting with the coordination of daily administrative activities
Proficiency in Microsoft Office Tools i.e. Word, Excel, Power Point, Outlook, and Teams

Notes:
Hybrid
Work Schedule
Monday – Friday
20-30 hours per week within standard business hours of 9am - 3pm. Schedule to be coordinated based on operational needs.
Part-time

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.