Administrative Coordinator

Heiden Technology Solutions•Saginaw Charter Township, MI

5h•Onsite

About The Position

The Administrative Coordinator provides administrative and creative support to Marketing, Finance, and the Design Desk while coordinating day-to-day office operations. The role manages incoming calls, creates marketing and internal communications materials, follows up with clients regarding quotes and overdue payments, maintains office supplies, and assists with company events. The position requires an organized, detail-oriented person who communicates professionally with clients and staff, independently manages routine work, and balances priorities across departments. The coordinator supports general office administration, including call handling, scheduling, supply inventory and purchasing, local errands, and administrative tasks across departments. Marketing work includes maintaining lobby and roadside displays; creating graphics and promotional materials; developing and scheduling approved social media, website, and email content; researching industry topics; maintaining content calendars and designated business systems; and coordinating activities with the Business Development Specialist and leadership. The role monitors quotes awaiting client signatures and follows up with clients, documenting activity in ConnectWise and referring technical questions or concerns to the Design Desk. Finance support includes sending collection notices and following up on overdue payments according to established procedures, documenting contacts, tracking assigned work, and referring disputes or other issues to Finance. The coordinator also assists with employee recognition materials, photography, and company events. The position requires discretion with confidential information, attention to recurring tasks and deadlines, and timely communication about missing information, delays, and unresolved matters. Competing workload priorities are referred to the Director of Finance & Business Operations. The job is full-time and in-office in Saginaw, Michigan, with a Monday–Friday schedule, occasional schedule flexibility, local travel, and occasional use of a personal vehicle for approved business travel.

Requirements

Previous experience in administrative support, customer service, or a related professional role.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Strong organizational, time-management, and prioritization skills.
Strong attention to detail and accuracy.
Effective written and verbal communication and interpersonal skills.
Professional telephone etiquette and ability to communicate effectively with clients.
Ability to collaborate across departments and independently manage routine administrative responsibilities.
Ability to handle confidential and sensitive information with discretion.
Ability to learn and use business software and follow established procedures.
Ability to lift up to 30 pounds, with or without reasonable accommodation.
Ability to pass a background check and driver’s record check.
Valid driver’s license and ability to meet company requirements for business driving, including applicable insurance requirements.

Nice To Haves

Experience using WordPress or similar website content management platforms.
Experience using Canva or similar graphic design platforms.
Previous experience using customer relationship management (CRM) software or similar business management systems.
Experience supporting marketing activities, including social media content, email campaigns, or promotional materials.
Previous experience working in an IT service, managed services provider (MSP), or other technology-focused environment.

Responsibilities

Manage the main operator line, answer incoming calls professionally, and transfer callers to appropriate staff or departments.
Assist with meeting scheduling, calendar coordination, and general administrative activities.
Monitor office supplies and necessities and purchase or order replenishments.
Complete local pickups and errands, including purchases of company workwear and office supplies.
Provide assigned administrative support across departments.
Update and maintain content on the lobby display and exterior roadside sign.
Create graphics, flyers, promotional materials, and social media content using Canva or designated tools.
Research managed services and technology topics to support industry-related content, using approved AI tools as appropriate.
Review materials for accuracy, completeness, and brand consistency; verify supporting information and obtain required approval before publication or distribution.
Maintain a content calendar and schedule approved materials for publication.
Assist with preparing, scheduling, and distributing email marketing campaigns using designated software.
Complete marketing data entry and maintain information in Strety, GlassHive, and other designated systems.
Assist with routine website content updates using WordPress or other designated platforms and established approval procedures.
Coordinate assigned marketing activities with the Business Development Specialist and leadership.
Monitor quotes awaiting client signatures and conduct routine phone follow-up with clients.
Document Design Desk outreach attempts, client responses, and updates in ConnectWise; refer technical questions and concerns to the appropriate technician.
Assist with sending collection notices and follow up by phone with clients regarding overdue payments according to Finance procedures.
Document Finance outreach attempts, client responses, and updates in ConnectWise; track assigned follow-up and communicate unresolved accounts or questions to Finance.
Refer payment disputes, payment-arrangement requests, and other matters beyond routine follow-up to Finance.
Create employee recognition graphics, flyers, and announcements using content and direction from Human Resources.
Assist with employee photography and prepare images for company materials and communications.
Support company events under leadership’s direction, including flyer creation, scheduling communications, food arrangements, and event preparation.
Handle employee, client, financial, and business information confidentially and with discretion.
Monitor recurring tasks and deadlines and complete required follow-up.
Communicate missing information, anticipated delays, and unresolved matters promptly to appropriate staff; refer competing workload priorities to the Director of Finance & Business Operations.
Seek clarification when assignment scope, instructions, or approval requirements are unclear.
Perform other related duties as assigned.