Administrative Coordinator

hancock construction•Vestavia Hills, AL

10d•$45,000 - $55,000

About The Position

The Administrative Coordinator oversees daily operations at two 10,000-square-foot coworking spaces and provides administrative support to Hancock Construction. This hybrid role combines hospitality, operations, event coordination, and administrative support. The person in this role is expected to provide attentive service to members and guests, build relationships, manage competing responsibilities, and maintain a positive, welcoming approach. Coworking operations are the primary focus. Responsibilities include maintaining the spaces, supporting members, coordinating events and vendors, managing platform administration, and overseeing financial and annual administrative tasks. Hancock Construction support is a secondary responsibility that begins after six months, although answering calls and greeting visitors begins immediately upon hire.

Requirements

Excellent communication and interpersonal skills.
Strong organizational and multitasking abilities.
Comfort managing competing priorities and adapting throughout the day.
Leadership qualities, initiative, and problem-solving ability.
High attention to detail and follow-through.
Proficiency in Microsoft Office.
Ability to work independently and as part of a team.
A positive attitude, humility, and a collaborative, team-first mindset.

Nice To Haves

Prior experience in office, hospitality, coworking, or facilities management.

Responsibilities

Manage the day-to-day operations of two 10,000-square-foot coworking buildings.
Keep both coworking spaces clean, well-stocked, and organized.
Answer and manage the coworking phone line.
Oversee member onboarding and offboarding.
Serve as the primary point of contact for coworking members and provide a high-touch member experience.
Monitor and maintain office supplies, amenities, and inventory.
Coordinate regular maintenance, repairs, and vendor services.
Plan, coordinate, and host onsite events throughout the year.
Track member needs, usage patterns, and feedback to improve operations.
Learn and administer the OfficeRnD and Openpath coworking platforms.
Manage property tax filings and payments, renew business licenses, coordinate insurance renewals, oversee software and platform renewals, and prepare tax documents for coworking and rental accounts.
Maintain and reconcile coworking and rental QuickBooks accounts.
Manage Stripe accounts and member billing, the company credit card account, and monthly bill processing and payments.
Answer phone calls and greet visitors professionally and warmly for Hancock Construction, beginning immediately upon hire.
Order and manage office supplies and materials for Hancock Construction.
Provide Hancock Construction with data entry and general clerical support.
Support team communications and follow up on open tasks for Hancock Construction.
Assist with Hancock Construction events throughout the year.