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Administrative Coordinator

2 months ago

San Antonio, Texas, United States HEP Services LLC Full time
Job Overview

The Administrative Coordinator plays a vital role in supporting the Executive Vice Presidents and various departments by executing a diverse range of administrative and operational tasks to ensure the smooth functioning of the organization.


Key Responsibilities:
  • Proactive self-starter capable of working independently with minimal oversight.
  • Organize and manage both internal and external meetings, appointments, and travel logistics.
  • Assist in negotiating favorable rates with hotels, car rentals, and travel service providers.
  • Support the planning and execution of events related to presentations and conferences.
  • Aid in the coordination and execution of client-related activities.
  • Draft and prepare complex correspondence, meeting materials (such as agendas and notes), presentations, and reports with limited supervision.

General Administrative Duties:
  • Conduct routine clerical tasks including photocopying, scanning, and mailing.
  • Enhance and maintain both electronic and physical filing systems.
  • Manage incoming calls by answering, screening, and directing them appropriately.
  • Provide support to other Executive Assistants as required.
  • Carry out additional administrative tasks as directed.

Essential Skills and Qualifications:
  • Motivated self-starter with the ability to work independently.
  • Familiarity with clerical and administrative processes, business principles, and standard office technology.
  • Strong work ethic and ability to collaborate effectively within a team.
  • High level of professionalism and discretion.
  • Excellent verbal and written communication skills.
  • Strong decision-making, problem-solving, and analytical capabilities.
  • Proactive approach to customer service, both internally and externally.
  • Exceptional organizational skills with the ability to manage multiple tasks and prioritize effectively.
  • Capacity to anticipate needs and plan for meetings, calendars, and business events.

Education and Experience Requirements:
  • High school diploma or equivalent.
  • Bilingual proficiency in Spanish is preferred.
  • Over 5 years of relevant experience.
  • Proficient in Microsoft Office applications, including spreadsheets and budgeting tools.

Travel Requirements:
Occasional travel may be necessary, both locally and long-distance, for work-related meetings and events.

Equipment Provided:

All necessary equipment, including computers, software, and office supplies, will be supplied for the position.


Work Environment:
Typical office setting with sedentary work demands. Regular tasks include sitting, using hands for various tasks, reaching, and communicating verbally.

Specific vision requirements include the ability to see close up, at a distance, and adjust focus as needed.


Physical Requirements:
Occasional activities may include walking, standing, bending, and lifting/carrying up to 30 pounds.

Flexibility to work evenings, weekends, and holidays may be required.