Administrative Coordinator

• Position Summary
• Handles most daily office work independently and keeps the branch(s) organized and running well. Supports admin and may support project tasks.

• Essential Responsibilities
• Office, Facilities, and Document Support
• •Manages correspondence, supplies; coordinates deliveries and basic repairs; keeps filing systems and records updated.
• •Arranges for small repairs, coordinates with vendors for maintenance, and keeps an updated list of office assets and supplies.
• •Prepares formatted reports and transmittals; tracks drawing revisions; ensures documents are filed correctly and can be retrieved quickly for audits or QA/QC checks.

• Project, Financial, and Procurement Support
• •Assists project teams with preparation of progress reports and other project-related documentation.
• •Records project expenses, prepares basic reports, and follows up with accounting or suppliers about invoices and payments. Ensures accurate and timely documentation of all transactions.

• HR, Client, and Compliance Support
• •Books travel and helps set up new employees’ workstations or accounts.
• •Organizes meetings and takes minutes; helps prepare tender documents and presentation materials for clients.
• •Maintains accurate and complete branch license files, updates shared trackers and ensures all digital records and renewal confirmations are properly filed.
• •Coordinates COI distribution for client contracts, assists with claims documentation, and ensures insurance files are complete and accessible.
• •Perform other responsibilities as assigned.

• Skills and Knowledge
• •Communicates effectively with internal teams and clients by phone, email, and in person.
• •Plans and tracks tasks, manages deadlines, and maintains clear filing systems.
• •Comfortable using Word, Excel, PowerPoint, and Outlook for reports and presentations.
• •Maintains digital and paper files for projects.
• •Suggests improvements for organizing files or scheduling work.

• Education and Experience
• •HS Diploma and 2+ years or relevant experience; confident using Microsoft Office; organized and reliable. Or equivalent combination of education and experience.

Equivalent qualifications : An equivalent combination of relevant education, certification, and experience may be considered, as determined by management and Human Resources.

• Credentials identified for this career level include:
• •High school diploma or equivalent; associate degree a plus.
• •Microsoft Office proficiency.

• Physical and Environmental Demands
• •Primarily an office-based role with occasional travel between REI offices as needed.
• •Prolonged periods of computer use and frequent communication by phone, email, and in person.
• •Ability to handle confidential information with discretion.