Administrative Coordinator
REI Engineers•Virginia Beach, VA
•$45,291 - $63,408
About The Position
The Administrative Coordinator independently handles most daily office work and helps keep branch locations organized and operating effectively. The role provides administrative support and may assist with project tasks. Responsibilities include office and facilities coordination, document management, project and financial support, procurement, travel and onboarding assistance, meeting coordination, client materials, and compliance records.
Requirements
- High school diploma and at least 2 years of relevant experience, or an equivalent combination of education and experience.
- Confident using Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
- Communicate effectively with internal teams and clients by phone, email, and in person.
- Plan and track tasks, manage deadlines, and maintain clear filing systems.
- Maintain digital and paper project files.
- Handle confidential information with discretion.
Nice To Haves
- Associate degree.
- Suggest improvements to file organization or work scheduling.
Responsibilities
- Manage correspondence and supplies, coordinate deliveries and basic repairs, and keep filing systems and records updated.
- Arrange small repairs, coordinate maintenance vendors, and maintain an updated list of office assets and supplies.
- Prepare formatted reports and transmittals, track drawing revisions, and file documents so they can be retrieved for audits or QA/QC checks.
- Assist project teams with progress reports and other project-related documentation.
- Record project expenses, prepare basic reports, follow up with accounting or suppliers about invoices and payments, and maintain accurate and timely transaction documentation.
- Book travel and help set up new employees’ workstations or accounts.
- Organize meetings and take minutes; help prepare tender documents and client presentation materials.
- Maintain complete branch license files, update shared trackers, and properly file digital records and renewal confirmations.
- Coordinate distribution of certificates of insurance (COIs) for client contracts, assist with claims documentation, and ensure insurance files are complete and accessible.
- Perform other responsibilities as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
