Administrative Coordinator

Finance Factors Ltd • Honolulu, HI

9h • Onsite

About The Position

This role is pivotal in ensuring the smooth functioning of the president's office by managing the president's schedule, communications, and travel arrangements, while also preparing for meetings and handling document management. The Administrative Coordinator provides crucial support to the president’s leadership team to plan, organize, and complete assignments, special projects, and initiatives. This position serves as a key liaison between the president and other staff and stakeholders. The ability to handle confidential information with discretion and prioritize tasks allows the president to focus on strategic leadership responsibilities, enhancing overall efficiency and productivity within the organization. The role requires the ability to manage multiple projects, deadlines, and priorities.

Requirements

• Proven experience as an administrative assistant or office admin assistant
• Knowledge of office management systems and procedures
• Working knowledge of office technology and equipment e.g. computers, printers and fax
• Strong customer service, people and communication skills
• Proficiency in MS Suite (Outlook, Word, Excel, MS PowerPoint) web and mobile applications
• Excellent time management skills and the ability to prioritize work and meet deadlines
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to handle multiple priorities
• High School degree

Nice To Haves

• Additional qualification as an Administrative Assistant is a plus

Responsibilities

• Answer and direct phone calls
• Plan, organize, coordinate and schedule appointments and events
• Plan meetings and take detailed minutes
• Write and distribute emails, memos, letters, faxes, and forms
• Assist in preparing regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors, staff, agents and stakeholders
• Act as the point of contact for internal and external clients and stakeholders

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees