Office & Administrative Coordinator

Description

Office & Administrative Coordinator

Position Identification

Non-Exempt

Reports to: Office Manager

Basic Function

The Office & Administrative Coordinator is responsible for providing comprehensive administrative and office support to multiple departments. This position ensures the office operates efficiently and professionally while maintaining a welcoming environment for employees, visitors, and customers. The role involves multitasking across administrative, HR, accounting, and service functions with an emphasis on organization, confidentiality, and proactive problem-solving.

Key Responsibilities
General Office Administration

• Serve as the first point of contact for visitors and callers; greet all guests in a friendly and professional manner.
• Answer and route multi-line telephone calls; take accurate messages and respond to inquiries promptly.
• Handle incoming and outgoing mail, deliveries, and courier services.
• Maintain office supply inventory and reorder as needed; ensure all work areas are stocked and organized.
• Assist with collecting and organizing receipts, forms, and documents for signatures and approvals.
• Maintain cleanliness and organization of common areas, including reception, breakroom, and meeting spaces.
• Assist with preparing reports, correspondence, and general administrative documents.
• Create and distribute a monthly company newsletter highlighting announcements, employee updates, and events.
• Perform other administrative duties as assigned to support the efficient operation of the office.

Departmental Support

• Provide administrative support to multiple departments, including Service, Sales, HR, and Accounting.
• Assist with service tickets, billings, purchase orders, and project-related paperwork.
• Support the scheduling and coordination of internal and external meetings.
• Act as meeting scribe when required, ensuring accurate and timely distribution of notes and action items.
• Coordinate travel arrangements, including flights, hotels, and rental cars.
• Manage employee clothing program.

Human Resources Support

• Assist with new hire orientations and onboarding activities.
• Prepare, file, and maintain personnel records and new hire paperwork while maintaining strict confidentiality.
• Enter applicant data into the HRIS system; assist with phone screens and interview scheduling.
• Support the H2B visa program through documentation, tracking, and coordination.
• Help organize employee engagement events and team activities.

Key Attributes and Competencies

• Self-Starter: Takes initiative and completes tasks with minimal supervision.
• Organized & Efficient: Able to handle multiple priorities with accuracy and attention to detail.
• Multitasker: Can effectively manage various administrative duties across multiple departments.
• Professional Communication: Demonstrates courtesy, tact, and professionalism in person, on the phone, and in writing.
• Team-Oriented: Works collaboratively while maintaining accountability for individual responsibilities.
• Confidential: Handles sensitive information discreetly and professionally.
• Customer-Focused: Creates a positive experience for visitors, customers, and employees alike.

Qualifications

• Minimum of 3–5 years of administrative or office coordination experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with HRIS systems preferred.
• Strong written and verbal communication skills.
• Excellent time management and problem-solving abilities.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this position. They are not intended to be an exhaustive list of all associated responsibilities, skills, efforts or working conditions. Tecta America reserves the right to change, amend, add, delete and otherwise assign any and all duties, responsibilities and position titles as it deems necessary to meet the needs of the business. Tecta America is an Equal Opportunity Employer.

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