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Administrative Coordinator

4 weeks ago

Juneau, Alaska, United States Tlingit & Haida Full time
Job Summary

The Office Coordinator will provide comprehensive administrative support to the Facilities department. This role is responsible for managing a range of office and administrative tasks, including payroll processing, timecard tracking, travel arrangements, credit card reconciliations, and general office functions. The ideal candidate will have exceptional attention to detail, strong communication and interpersonal skills, and the ability to work effectively in a team environment.

Key Responsibilities

Oversee and coordinate the day-to-day operations of the Facilities department
Track and manage projects, requests, and associated administrative functions for the Facilities department
Handle payroll processing, track employee timecards, and coordinate with HR on pay and attendance matters
Schedule, coordinate, and provide logistical support for meetings, events, and travel arrangements
Draft, proofread, and format documents, correspondence, and internal communications
Manage office supplies and equipment inventory, ensuring timely procurement as necessary
Maintain both electronic and hard copy files in accordance with organizational policies and procedures
Write or prepare position descriptions and assist with employee recruitment, selection, and onboarding
Assist with budget preparations, monitor financials, reconcile credit card transactions, and recommend budget adjustments as necessary
Evaluate internal administrative processes regularly to identify and implement improvements

Requirements

Associate's degree in Business Administration, Computer Science, or a related field
Minimum of 2 years of related experience in office administration or construction support
At least 2 years of supervisory experience
Ability to read and interpret construction drawings and project plans
Strong problem-solving, analytical, and mathematical skills
Experience with document control and familiarity with project scheduling tools, Gantt charting, and material take-offs
Ability to work effectively with a diverse team of managers, supervisors, employees, and vendors
Advanced computer skills, including Microsoft Office Suite and Adobe Acrobat
Experience with word processing, spreadsheets, and database management software
Ability to maintain a high level of confidentiality and handle sensitive information appropriately
Strong multitasking abilities, adaptable to constantly changing work environments
Ability to identify and correct data discrepancies or inaccuracies
Capability to provide training and present information to both small and large groups effectively
Ability to interpret, apply, and explain relevant laws, regulations, and organizational policies

Working Conditions

The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs. Travel on small aircraft or ferry may be required.

Conditions of Hire

All employment at Tlingit & Haida is 'at will'. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position. Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment. Tlingit & Haida requires a criminal background check be conducted on all employees. All employment offers are conditional until federal criminal background check results verify your eligibility to work for Tlingit & Haida.