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Administrative Coordinator

2 months ago

Fargo, North Dakota, United States Thomsen Homes Full time
Job Description

Title: Administrative Coordinator

Department: Administration

Reports to: Director of Finance

Status: Non-Exempt

Location: Fargo, ND HQ

Duties and Responsibilities

· Team Culture and Engagement

o Event Coordination: Organize and manage company culture events and initiatives, including team-building exercises, workshops, and celebrations, to promote employee engagement and strengthen the organizational culture.

o Training & Development: Oversee and track volunteer, training, and continuing education opportunities for staff.

o Onboarding: Facilitate new hire processes, including setting up email accounts, workspace arrangements, and addressing other needs identified by supervisors.

o Team Apparel Program: Administer and enhance team apparel initiatives.

o Company Meetings: Organize and facilitate monthly company meetings.

o Philanthropy: Support philanthropy initiatives, including community give-back programs and related communications.

· Office Operations Management

o Daily Operations: Open and close the office daily, manage phone calls, address inquiries, and take accurate messages. Ensure the office environment is tidy, organized, and welcoming.

o Schedule Management:

§ Review office calendars daily for conference room availability.

§ Manage on-call schedules for operations and client support.

o Supply & Equipment Management: Maintain inventory of office supplies and manage IT and office equipment. Handle minor IT purchases and consult with third-party IT support as needed.

· Client and Visitor Relations:

o Professional Interactions: Greet and assist clients, visitors, and vendors in a courteous and professional manner.

o Correspondence Management: Oversee office correspondence, including mail, email, and deliveries.

· Systems & Vendor Management:

o System Administration: Manage and oversee office systems, including security, phone systems, copiers, and notification systems.

o Vendor Liaison: Collaborate with facility management vendors, including cleaning, catering, and repair services.

· Compliance and Documentation:

o Notarizations: Conduct notarizations of legal documents, ensuring compliance with state regulations and maintaining accurate records.

· Additional Responsibilities:

o Team Support: Actively seek opportunities to assist the team and perform other duties as assigned.

Qualifications and Skills:

· Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.

· 2+ years of experience in office management or a similar administrative role.

· Ability to handle sensitive and confidential information with discretion.

· Friendly, positive, and courteous customer service attitude.

· Excellent communication skills.

· Strong ability to multitask, prioritize, and execute tasks effectively.

· Ability to work independently and collaboratively as part of a team.

· A creative approach to problem-solving.

· A proactive and adaptable attitude.

Work Environment & Physical Demands:

  • While performing the duties of this role, the employee is required to stand, walk, sit, use hands to manipulate objects, reach with hands and arms, lift or move up to 50 pounds, and communicate effectively.
  • The noise level in the work environment is typically moderate.
Company Description

Thomsen Homes is one of the largest single-family home builders in the state, locally owned and operating in the Fargo and Grand Forks Metro areas.