Administrative Coordinator

The Administrative Coordinator prioritizes and executes a wide variety of short and long-term tasks on a regular basis and provides direct support to operational leadership and to the team. This person is the first-impression for entrants to the facility, so they must be extremely friendly and positive, organized, and thorough. The Administrative Coordinator is timely, consistent, reliable, and enjoys working both independently and as part of a team. This person can listen and accurately follow directions and possess an energetic “get it done” attitude. 

Responsibilities

• Assist management with ongoing projects as assigned, balancing short and long-term deadlines
• Primary areas of support will be HR and Operations
• Answer phone calls and take detailed messages - naturally friendly, outgoing, confident, extroverted
• Welcome our visitors and follow all intake routines to ensure compliance - has an instinctually hospitable nature
• Write and distribute email, correspondence memos, letters, faxes and forms
• Maintain various logs and files including visitor logs, vendor contacts, vehicle maintenance, training, security equipment
• Create detailed, accurate calendar appointments for internal meetings on shared calendars
• Perform daily, weekly and monthly checklists for a variety of operations
• Maintain supply inventory and keep all areas stocked on a regular basis (paper goods, printing areas, groceries, restrooms and dry storage)
• Keep common areas clean and tidy, including reception, meeting rooms, and kitchen
• Assist with setting up group meals and other employee events
• Data entry and proofreading/polishing internal and external documents
• Use Microsoft Office Suite for most computer-based duties
• Provide general support to visitors and act as the point of contact for internal and external clients
• Submit and reconcile expenses to include reconciling credit card and petty cash purchases
• Any other task as assigned

Qualifications

• At least 2 years’ experience in a similar role
• Hospitality or Front Desk experience is a plus
• Excellent professional verbal and written communication skills
• Capacity to multi-task and stay organized in a fast-paced environment
• Proven ability to work within a team environment and support colleagues
• Understands and complies with the rules, regulations, policies, and procedures of GTI
• Demonstrates ability to self-motivate and innovate
• Ability to use initiative and independent judgment appropriately while not overstepping chain of command
• Ability to establish and maintain effective working relationships with all employees
• Basic math & collaboration skills, problem solving/analysis, decision making, communication & teamwork proficiency, discretion
• Understanding & adhering to applicable state and regulations as they pertain to the industry, safety regulations, local municipal codes and organizational rules, regulations, directives and standard operating procedures
• Ability to use standard office equipment, computer equipment and software, spreadsheet applications and email
• Ability to use Microsoft Excel and Outlook at an intermediate- to expert-level is required

Additional Requirements

• Must pass any and all required background checks
• Must be and remain compliant with all legal or company regulations for working in the industry
• Must possess valid driver’s license
• Must be a minimum of 21 years of age
• Must be approved by the MMCC to receive an Agent badge
• May be required to lift/move/push/pull/manipulate up to 15 lbs regularly
• Position is mostly sedentary