Administrative Coordinator (Contractor)

Macmillan•,

7d•Remote

About The Position

At BFW Publishers, we are passionate about creating the best teaching and learning tools for teachers and their students. We have a proud history of providing bestselling resources for AP and other High School courses. We are looking for an Administrative Coordinator (Contractor) to work 30-40 hours per week in our High School Editorial group. This is a 6-month contract position and will be reviewed for possible extension beyond that point based on volume of work and performance. The Administrative Coordinator will provide vital support to High School Editorial team members, including our Development Editors, Media Editors, Program Managers, Associate Media and Assessment Director, Associate Content Development Director, and Program Director. This position also facilitates interactions with key cross-functional groups, such as Accounts Payable, Finance, Legal, and Marketing, as well as with external collaborators, including authors, vendors, freelancers, and educators. The role involves performing essential administrative tasks, including preparing manuscripts, processing payments, and updating data in company systems. By addressing miscellaneous needs and challenges that arise, the Administrative Coordinator (Contractor) helps ensure the smooth daily operations of the High School Editorial team.

Requirements

High school diploma.
Willingness to commit to the role for a minimum of six months.
Experience providing administrative support in an office environment.
Experience in a deadline-driven job with deliverables.
Project Management - Ability to oversee multiple tasks simultaneously, prioritizing tasks appropriately, staying organized, communicating progress, and meeting deadlines.
Effective and Proactive Communication - Excellent written and oral communication skills with the ability to interact professionally with stakeholders at all levels—including internal teams, cross-functional partners, and external clients or customers.
Collaborative Mindset - Enjoys interacting and working with others to meet goals. Exhibits a customer-service-oriented mindset toward colleagues.
Positive, Flexible Attitude - Highly focused and productive, with a can-do attitude and team spirit. Motivated to take ownership of tasks and solve problems with minimal direction.
Embraces Change - Enthusiastic about using new technology systems, AI, new processes, and new ways of working.

Responsibilities

Communicating proactively across teams to gather information, answer questions, and resolve problems.
Coding and processing invoices.
Ordering payments for authors and vendors.
Ordering gift cards and payments for market research participants.
Preparing manuscript for turnover into Production.
Creating tickets in Jira to facilitate project management.
Preparing and updating spreadsheets, logs, and other tracking documents.
Programming surveys and processing results data in Qualtrics.
Preparing request documents for contracts and agreements.
Routing documents through DocuSign.
Onboarding and maintaining contractors via a third-party management tool.
Other administrative tasks as required.