Administrative Coordinator

1 week ago

Daytona Beach, Florida, United States TopBuild Full time
About TopBuild

We are a leading installer and distributor of insulation and building material services nationwide. Our family of companies comprises approximately 450 branch locations across the United States and Canada. We actively engage in corporate social responsibility through our commitment to Environmental, Social, and Governance (ESG) practices. Additionally, we prioritize diversity and inclusion in our organization.

The Administrative Coordinator supports senior-level executives and a Human Resources department in a growth-oriented company by using strong process and planning orientation to provide coordination for meetings and events, communication to various internal and external groups, project management, proactive organization of information, and support for employee communications for M&A integration and onboarding.

This is an onsite position in Daytona Beach, not a remote position.

POSITION OVERVIEW

The Administrative Coordinator represents executive(s) and staff members in a professional and positive manner. Communicate with company leaders and employees of all levels and external stakeholders and parties in a way that lives our company values and demonstrates accuracy and professionalism.

Responsibilities:
  • Prepare correspondence, presentations, reports, and other special projects for leaders.
  • Communicate in person and through correspondence with various levels of contacts - both inside and outside the company.
  • Help maintain contact lists and project plans.
  • Process invoices for payment and follow-up as needed.
  • Collaborate on and prepare company-wide communication updates (memos and slides) for distribution as needed.
  • Perform general office duties, such as photocopying, scanning, and sending materials out via standard/certified mail, UPS, FedEx, etc.
  • Provide back-up support to Senior Executive Assistant and office support staff as needed.
Schedule and coordinate meetings and events:
  • Lead employee events team, prepare and manage budget for employee events, help execute on employee events including support for charitable events.
  • Schedule and coordinate meetings, conference calls, web calls, phone calls, and other events, including group meetings/trainings.
  • Assist with scheduling travel for interview candidates and external visitors, plan accommodations and develop itinerary, as needed.
  • Schedule and provide support for employee events as needed.
  • Inform attendees of meeting dates and times, reserve meeting space, ensure the appropriate equipment/materials are available, and coordinate F&B arrangements as needed.
Manage executives' calendars and travel:
  • Anticipate administrative needs and availability of the executive(s).
  • Schedule and coordinate variety of internal and external meetings.
  • Coordinate full scope of travel arrangements and itineraries, working directly with corporate travel agency and with individual travel providers as needed.
  • Complete and reconcile executive travel expenses.
Project Management:
  • Assist with managing HR projects, including M&A calendar and communications.
  • Assist with managing company-wide HR initiatives as needed.
People Management:
  • Manage mailroom and reception team members, ensuring quality work.
  • Provide support and prioritization for office and facilities staff.
Perform other administrative support-related duties as requested.

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