Administrative Coordinator

Abundant Professional Services•Williamsburg, VA

23d•Onsite

About The Position

Beyond Disabilities is seeking a dependable, organized, and professional Administrative Coordinator to support the company’s daily administrative operations and programs. The role provides administrative and program support to the Program Director, CEO, DD Specialist, Direct Support Professionals, clients, families, vendors, and visitors. It coordinates office operations, client and DSP documentation, attendance tracking, intake paperwork, communication, supplies, vendor services, and day-program readiness. The position calls for strong organizational skills, confidentiality, patience, professionalism, and the ability to manage multiple responsibilities in a busy day-program environment serving individuals with disabilities. This is an onsite position, scheduled Monday through Friday from 8:00 AM to 5:00 PM, with an urgent need for an immediate start. The selected candidate must comply with company policies and procedures, maintain confidentiality and a valid driver’s license with a satisfactory driving record, and successfully complete criminal history and Central Registry background investigations.

Requirements

High school diploma or equivalent.
Strong organizational skills and attention to detail.
Ability to manage multiple tasks and shift priorities during the day.
Professional verbal and written communication skills.
Ability to interact respectfully with individuals with disabilities, families, staff, vendors, and visitors.
Proficiency with Microsoft Office, including Word, Excel, and Outlook, and general office technology.
Ability to use standard office equipment, including phones, printers, copiers, scanners, and filing systems.
Ability to maintain confidentiality and appropriately handle sensitive client, employee, and company information.
Ability to work independently and as part of a team.
Ability to follow instructions, take initiative, and communicate concerns promptly to leadership.
Valid driver's license and current DMV-issued driving record.
Current First Aid CPR Certification.
Ability to perform essential functions that may include sitting, standing, walking, bending, moving throughout the program space, organizing files, stocking supplies, moving light office materials, and assisting with basic room setup.

Nice To Haves

Prior administrative, office support, healthcare, human services, disability services, or day-program experience.
Experience in human services, healthcare, Medicaid waiver, disability services, behavioral health, assisted living, or a day-program environment.
Experience maintaining client records, support logs, timesheets, intake packets, or audit documentation.
Experience coordinating vendors, supplies, schedules, or office systems.
Prior experience supporting program leadership or administrative operations in a regulated service environment.

Responsibilities

Serve as the first point of contact for clients, families, staff, vendors, and visitors, communicating professionally and respectfully.
Answer and route phone calls, monitor voicemail and email, and support timely follow-up.
Prepare, organize, and maintain client records, timesheets, support logs, intake documents, quarterly update materials, and other program documentation.
Track client and DSP attendance, documentation needs, missing forms, and administrative follow-up items.
Provide administrative support to the Program Director, CEO, DD Specialist, and program leadership.
Assist with client intake paperwork, audit preparation, file maintenance, and documentation reviews.
Coordinate office supplies, mail, vendor services, deliveries, and basic facility readiness for the day program.
Support scheduling, program activities, outings, special events, and approved petty cash documentation as assigned.
Assist with client and DSP coordination during daily program operations, including arrival, departure, and scheduled activities.
Maintain confidentiality and handle client, employee, and company information in accordance with company procedures and applicable laws.
Perform other duties reasonably related to the position, program operations, administrative support, and company needs.