Administrative Coordinator Operations Clerk

Legence • Albuquerque, NM

23d • Onsite

About The Position

The Administrative Coordinator provides operational and administrative support focused on tracking, monitoring, and coordinating key business processes. This role supports compliance, contracts, travel, office operations, and internal organization by maintaining accurate records, monitoring deadlines, and routing items to the appropriate stakeholders — ensuring nothing falls through the cracks.
This position works under the Business Operations Coordinator and serves as a central point of organization and follow through.

Requirements

• High school diploma or equivalent required
• 2+ years of administrative or office support experience preferred
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, Teams)
• Experience working with shared file systems such as SharePoint or similar platforms
• Ability to maintain spreadsheets and track information accurately
• Experience coordinating schedules, documents, and deadlines
• Strong organizational and time management skills
• Ability to manage multiple tasks and track deadlines
• Attention to detail with document organization and data tracking
• Ability to prioritize tasks and follow through on assignments
• Strong written and verbal communication skills
• Ability to communicate professionally with employees, vendors, and partners
• Ability to gather information from multiple teams and organize it clearly
• Highly organized and detail oriented
• Self-motivated and proactive
• Ability to work independently and take initiative
• Comfortable working in a fast-paced environment
• Team-oriented with a positive attitude
• Valid driver's license and a driving record that meets company standards.
• Successfully pass a background check, drug screening, and employment verification.

Nice To Haves

• Experience supporting operations, project coordination, or office management is a plus
• Experience working with document management systems or shared drives preferred

Responsibilities

• Maintain and update tracking spreadsheets for company memberships, sponsorships, licenses, and similar operational items.
• Monitor renewal timelines and send reminders to ensure timely renewals.
• Organize and maintain supporting documentation for memberships, licenses, and certifications.
• Assist in maintaining organized digital files within SharePoint and company document systems.
• Monitor designated email inboxes related to contracts and licensing.
• Assist with intake and tracking of new contracts entering the workflow process.
• Organize and maintain documentation related to contracts and licensing.
• Maintain updated forms and templates used in contract and licensing processes.
• Monitor upcoming bid opportunities and submission deadlines.
• Calendar bid deadlines and reminders to ensure leadership has adequate preparation time.
• Assist with organizing required documentation for prequalification submissions.
• Collect project photos submitted by field teams.
• Gather basic project information and submit organized materials to the Marketing team for potential social media or marketing use.
• Assist with maintaining organized records of project marketing materials.
• Assist with coordinating logistics for company events.
• Send event reminder communications as directed.
• Assist with travel booking and coordination when needed.
• Manage organization and inventory of the company swag closet.
• Track swag items issued for employee use and company events.
• Maintain inventory records and notify leadership when items need to be reordered.
• Maintain updated versions of company letterhead, templates, and internal forms.
• Assist in ensuring that standardized documents are properly stored and accessible in SharePoint.
• Support updates to forms and templates as needed.
• Provide administrative support for operational initiatives and projects as assigned.
• Assist leadership with improving organization and efficiency of internal processes.

Benefits

• Company Paid medical, dental, vision, prescription drug, accident & sickness benefit, basic group life and AD&D, and Employee Assistance Program
• Paid vacation, company-paid holidays, and paid sick leave
• 401(k) retirement savings plan

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED