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Administrative Coordinator

2 months ago

Pittsburgh, Pennsylvania, United States MedFleet Full time
Job Overview

Position Summary

We are looking for a meticulous and efficient Administrative Coordinator to become a vital part of our organization. The Administrative Coordinator will be responsible for maintaining an orderly office environment, fostering excellent client relations, and collaborating closely with the sales department to achieve established objectives. This position entails continuous development, assessment of team members, serving as a resource across departments, and routinely addressing intricate client concerns.

The ideal candidate should demonstrate outstanding verbal, interpersonal, and written communication abilities, exhibit independent judgment, and possess the capability to work effectively as part of a team.

All candidates will be required to undergo a drug screening and background verification prior to employment.

Key Responsibilities
  • Oversee all office and support staff as designated.
  • Conduct performance assessments.
  • Facilitate team huddles and meetings.
  • Ensure adherence to business compliance protocols.
  • Manage basic HR responsibilities, including employee onboarding and record maintenance.
  • Administer accounts payable and receivable utilizing QuickBooks or similar applications.
  • Provide customer service assistance.
  • Efficiently manage phone systems, including client outreach, responding to inquiries, directing calls, and taking messages.
  • Maintain inventory of office supplies and place orders as needed.
  • Engage in special projects as required.
  • Prepare various correspondence, spreadsheets, and presentations.
  • Handle scheduling and calendar management.
  • Organize incoming and outgoing mail, faxes, emails, and other correspondence for processing.
  • Maintain accurate filing systems with utmost confidentiality, organization, and timely document retrieval.
  • Perform data entry tasks with high precision and accuracy.
  • Submit invoices and other purchasing documents as necessary.
  • Coordinate deliveries and pickups/drop-offs.
  • Prioritize and manage multiple projects concurrently, ensuring timely follow-through on issues.
  • Compile information for the timely preparation of reports and distribute to relevant individuals within established timelines.
Qualifications and Skills
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
  • Ability to quickly learn new software applications.
  • Exceptional customer service skills.
  • Professional verbal and written communication skills.
  • Prior experience in customer service is preferred.
  • Strong organizational and multitasking capabilities.
  • A collaborative team player willing to assist where necessary.
  • Strong focus and work ethic.
  • Dependable and punctual.
  • Familiarity with calendar management and scheduling.
  • Detail-oriented with excellent organizational skills.
  • Ability to work independently with minimal supervision.