Position Summary

The Administrative Services Coordinator provides administrative support to the organization through recruitment and onboarding activities, employee support, accounting assistance, and general office administration. This position serves as a key point of contact for employees, vendors, and the public while helping to maintain efficient office operations and supporting financial and human resource functions.

Essential Duties and Responsibilities

Customer Service/Scheduling

• Call customers to schedule service work, set appointments for sales people, create job folders,  confirm appointments
• Follow up with new leads from website, walk-ins and phone calls
• Customer Service – follow up with clients that have received proposals, make calls for sales people, post service follow up for customer satisfaction
• Assist in marketing campaigns, social media and lead generation.

Human Resources

• Coordinate recruitment activities, including posting job openings, scheduling interviews, and communicating with candidates.
• Facilitate new employee onboarding, including preparation of hiring documents and orientation materials.
• Maintain employee personnel files and ensure proper recordkeeping.
• Respond to routine employee questions regarding policies, benefits, and employment matters.
• Assist management with basic employee relations matters and documentation.
• Support compliance with applicable employment laws, regulations, and organizational policies.

Accounting Support

• Assist the Bookkeeper with accounts payable and accounts receivable processes.
• Prepare and enter financial data into accounting systems.
• Process invoices, purchase orders, and related documentation.
• Assist with maintaining accurate financial files.
• Generate reports and assist with financial tracking as directed.

Office Administration

• Answer and direct incoming telephone calls and visitors.
• Order and maintain office supplies and equipment inventories.
• Perform data entry and maintain electronic and paper filing systems.
• Prepare correspondence, reports, forms, and other documents.
• Distribute mail and coordinate office communications.
• Provide general administrative support to departments and staff.
• Assist with special projects and other duties as assigned.

Qualifications

• Associate degree in Business Administration, Human Resources, Accounting, or a related field preferred.
• Two to four years of administrative, HR, accounting, or office support experience.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality and handle sensitive information.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.

Knowledge, Skills, and Abilities

• Working knowledge of basic human resources practices and procedures.
• Understanding of general accounting and bookkeeping principles.
• Strong customer service and interpersonal skills.
• Must present an energetic, upbeat, and positive demeanor when answering and directing incoming calls.
• Ability to work independently and collaboratively.
• Proficiency in data entry and records management.
• Ability to exercise sound judgment and discretion.