Administrative Coordinator

Adjoin • San Diego, CA

13d • Onsite

About The Position

For over 40 years, Adjoin has been dedicated to helping people find communities where they feel safe and respected, and where they can be themselves in every aspect of their lives. Adjoin provides services and advocacy for people with disabilities and Veterans. We serve more than 1400 clients annually throughout the state of California, ranging in age from 18 to 83 years. We assist our clients to be productive citizens by providing a living and work environment where they feel challenged, respected, and accountable as they strive to meet the demands of life. Our mission is to create limitless pathways for people to belong where they live, work, learn, and play. The Administrative Coordinator is responsible for coordinating administrative systems and processes, supporting executive meetings and activities, maintaining office operations, coordinating vendors and facilities, and ensuring timely follow-up on assigned organizational tasks. The position also provides administrative support for Human Resources, Accounting and Payroll, Community Impact, and Operations, including Quality Assurance, Setworks, Fleet coordination, WEX card administration, program surveys, event support, and other organizational initiatives. The successful candidate is highly organized, proactive, resourceful, detail-oriented, and comfortable managing multiple priorities. The Administrative Coordinator represents Adjoin professionally and serves as a welcoming brand ambassador who demonstrates integrity, discretion, accountability, and commitment to Adjoin's mission, vision, and values. If you are passionate about making a positive impact and fostering a supportive, enriching environment, we invite you to join our team and help create a brighter future for those we serve.

Requirements

• Demonstrated experience providing administrative and/or executive administrative support.
• Minimum of three years of experience in administrative, office coordination, executive support, or related position.
• Experience communicating effectively and professionally with senior executives and individuals at all levels of an organization.
• Experience handling confidential and sensitive information with discretion and sound judgment.
• Exceptional organizational, interpersonal, written and verbal communication, customer service, and time management skills.
• Demonstrated ability to prioritize competing demands, manage multiple projects, and meet deadlines.
• Highly proactive with the ability to anticipate needs, identify issues, and initiate appropriate solutions.
• Strong attention to detail and accuracy.
• Strong computer and technology skills, including Microsoft Outlook, Word, Excel, PowerPoint, electronic calendars, video conferencing, messaging systems, and search engines.
• Ability to learn and effectively utilize organizational systems, including Setworks, WEX, HRIS, QA tracking systems, and other technology platforms.
• Strong analytical and problem-solving skills.
• Ability to maintain accurate records, files, databases, calendars, and administrative documentation.
• Hands-on, high-energy work ethic with the ability to work effectively as part of a team and with all levels of the organization.
• Ability to remain focused, flexible, and professional in a fast-paced and continually changing environment.
• Ability to work independently, exercise appropriate judgment, and take initiative while also collaborating effectively with colleagues.
• Demonstrated commitment to confidentiality, integrity, professionalism, and exceptional internal and external customer service.
• Ability to travel within and throughout the county or service area as needed, generally up to 10% of the time.
• Successful completion of pre-employment drug screen and background check.
• Acceptable DMV record if driving an Adjoin vehicle or if driving is required as part of assigned duties.
• Appropriate and professional dress is expected.
• This position requires the employee to regularly stand, walk, sit, talk, and hear.
• The employee must be capable of writing and using a computer keyboard, telephone, video conferencing equipment, and related office equipment.
• Ability to lift up to 25 pounds is required.
• The position will normally spend extended periods in a sitting position and may involve repetitive finger, hand, and wrist motion associated with computer use.
• Other physical exertion may include walking, climbing stairs, lifting, stretching, bending, reaching, and moving office materials.
• The employee will experience normal office conditions with a well-lighted work area and minor noise from standard office equipment.

Nice To Haves

• Bachelor's degree preferred.
• Experience supporting a CEO, executive team, or C-suite leadership team.
• Experience in a nonprofit or human-services organization.
• Experience or knowledge of community-based services for People with IDD and/or Veterans.
• Experience with Setworks, WEX, HRIS systems, Quality Assurance processes, fleet administration, or similar organizational systems.
• Experience coordinating meetings, events, travel, vendors, facilities, or office operations.

Responsibilities

• Provide administrative support to the C-suite and corporate team, including scheduling, correspondence, document preparation, meeting coordination, travel arrangements, expense documentation, and follow-up.
• Manage calendars, contact lists, communications, and other administrative systems as assigned.
• Schedule, coordinate, and prepare for executive and organizational meetings, including agendas, materials, presentations, and meeting packets.
• Attend meetings, prepare or complete meeting minutes and follow-up items as requested.
• Coordinate and track follow-up activities resulting from meetings as directed.
• Prepare, copy, scan, collate, distribute, mail, and electronically transmit documents and materials.
• Prepare and maintain forms, templates, contact lists, and recurring administrative materials.
• Organize and coordinate travel arrangements, including airfare, hotels, ground transportation, car rentals, meals, and other logistics as requested.
• Process and track executive expense receipts and supporting documentation as requested.
• Handle confidential and sensitive information with a high degree of discretion and integrity.
• Monitor the front door, greet visitors, and provide information and assistance in a professional and welcoming manner.
• Serve as a central contact for corporate office needs, connecting team members, vendors, facilities, and leadership.
• Maintain the corporate office in an orderly, welcoming, clean, and professional condition.
• Coordinate office maintenance, repairs, renovations, recycling, furniture, equipment, and other facilities-related needs.
• Coordinate and assist with corporate office relocation and moves, as assigned.
• Maintain inventories of office supplies, kitchen supplies, equipment, furniture, and other office resources.
• Anticipate supply needs, place orders, expedite deliveries, and verify receipt of supplies.
• Assist with maintenance and repair of office equipment and provide support as requested with internet services, communication systems, and video conferencing equipment.
• Coordinate with vendors and service providers to resolve office issues.
• Appropriately use company credit card and maintain appropriate documentation of purchases and upload receipts as required.
• Plan and coordinate administrative procedures and systems and identify opportunities to improve efficiency and streamline processes.
• Identify administrative problems, gather and analyze information, communicate solutions, and coordinate follow-up.
• Complete special projects by researching and implementing technology, resources, and improved administrative processes.
• Provide basic administrative support for the Setworks case management system as assigned.
• Coordinate monthly Quality Assurance (QA) tasks, track completion, and follow up with managers regarding outstanding items.
• Assist with SIR review and follow-up by coordinating documentation, tracking, and communications with managers as directed.
• Assist with program surveys, including distribution, tracking responses, compiling information, and coordinating follow-up.
• Maintain assigned records, databases, files, and administrative tracking systems accurately and timely.
• Coordinate Fleet administration and serve as a resource for routine fleet-related questions.
• Review fleet applications, forms, and supporting documentation for completeness.
• Submit completed fleet materials for final approval and track outstanding items.
• Manage WEX card user creation and related administrative processes.
• Assist team members and managers with routine WEX card questions and coordinate follow-up as needed.
• Assist the Human Resources Department with administrative projects and activities as assigned.
• Support employee onboarding and administrative processes, including creating ID badges, assembling new hire welcome boxes, assisting with team member recognition prizes and cards, and related engagement items
• Support organizational communications and distribution of information to team members as requested.
• Assist with Adjoiner Store and Butterfly Club order fulfillment and mailings.
• Assist with postage, packaging, mailing, and overnight package drop-offs.
• Assist with planning and coordinating team and organizational events, meetings, conferences, and special projects.
• Reserve venues and coordinate meeting and event logistics as requested.
• Assemble materials, packets, supplies, and other resources for events and meetings.
• Coordinate travel and accommodations associated with organizational events as assigned.
• Provide administrative and logistical support for organizational initiatives and projects.
• Take initiative to identify needs and provide solutions before issues become barriers.
• Serve as a positive and professional brand ambassador for Adjoin.
• Create a welcoming and inclusive experience for visitors, team members, vendors, partners, and other stakeholders.
• Maintain positive relationships with customers, managers, employees, vendors, and organizational partners.
• Demonstrate professionalism, integrity, compassion, accountability, and respect in all interactions.
• Model Adjoin's mission, vision, values, and standards of conduct.
• Maintain a professional and appropriate appearance consistent with the expectations of the position.
• Perform other duties as assigned.

Benefits

• Competitive Medical Coverage
• Extremely generous retirement matching
• 100% Employer-paid long-term disability coverage
• 100% Employer-paid employee and dependent life insurance
• Employee Wellness program with fun incentives, prizes, and chances to connect with your peers
• Mental health resources (EAP) with 5 free counseling sessions per year (for you AND your dependents)
• Volunteer program with paid volunteer hours for a cause of your choice
• Dental
• Flexible Spending Account
• Paid time off
• Holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level