Administrative Coordinator

Green Thumb•Rock Island, IL

About The Position

The Administrative Coordinator prioritizes and executes a wide variety of short- and long-term tasks and provides direct support to market management and operational leadership, as well as broad support to the team. The role calls for a friendly, positive, organized, thorough, timely, and reliable person who can work independently and collaboratively, follow directions accurately, and bring an energetic, get-it-done attitude. The coordinator helps ensure efficient day-to-day facility operations through administrative support, communications, calendar management, recordkeeping, deliveries, supply inventory, upkeep of common areas, and visitor assistance. The role also includes expense submission and reconciliation, light data entry and document editing, and creating presentations or reports.

Requirements

At least 2 years of experience in an administrative role.
Excellent professional verbal and written communication skills.
Ability to multitask and stay organized in a fast-paced environment.
Proven ability to work in a team environment and support colleagues.
Ability to follow GTI rules, regulations, policies, and procedures.
Ability to self-motivate and innovate.
Ability to use initiative and independent judgment appropriately while respecting the chain of command.
Ability to establish and maintain effective working relationships with all employees.
Basic math, collaboration, problem-solving, decision-making, communication, and teamwork skills.
Discretion, organizational and presentation skills, and leadership ability.
Ability to understand and adhere to applicable state and industry regulations, safety regulations, local municipal codes, and organizational rules, directives, and standard operating procedures.
Ability to use standard office equipment, computer equipment and software, performance management tools, spreadsheet applications, and email.
Must pass all required background checks.
Must remain compliant with legal and company regulations for working in the industry.
Must possess a valid driver's license.
Must be at least 21 years of age.
Must be approved by the D.O.A. to receive an Agent badge.

Nice To Haves

Hospitality experience.

Responsibilities

Assist management with ongoing projects, balancing short- and long-term deadlines.
Answer phone calls and take detailed messages.
Welcome guests, sign them in and out, and escort them to conference rooms.
Write and distribute emails, correspondence, memos, letters, faxes, and forms.
Help ensure the efficient and smooth day-to-day operation of the facility.
Maintain logs and files, including visitor logs, vendor contacts, missed punches, vehicle maintenance, training, and security equipment.
Sign for, schedule, and accept deliveries, and verify order accuracy.
Create detailed and accurate calendar appointments for management and internal meetings on shared calendars.
Perform daily, weekly, and monthly security checklists.
Maintain supply inventory and regularly restock paper goods, printing areas, groceries, restrooms, and dry storage.
Keep common areas, including reception, meeting rooms, and the kitchen, clean and tidy.
Facilitate group lunch setup and perform light trash removal.
Perform light data entry and proofread or polish internal and external documents.
Create PowerPoint presentations and reports for distribution.
Provide general support to visitors and serve as a point of contact for internal and external clients.
Submit and reconcile expenses, including blue bird reports and petty cash.
Perform other tasks as assigned.