Administrative Coordinator

Engineered Medical Systems•Bartlett, TN

32d

About The Position

The Administrative Coordinator serves as the first point of contact for employees, guests, and business partners, providing professional and courteous assistance while managing front desk operations. This role is responsible for coordinating administrative tasks, supporting office functions, and ensuring smooth day-to-day operations. Duties include answering and directing phone calls, scheduling appointments, managing correspondence, maintaining records, and assisting with office projects. This position provides leadership in employee engagement and supports Human Resources and Finance with project management. The position requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

Requirements

A minimum of a High School diploma or general education degree (GED) is required.
Ability to communicate effectively with management, employees and customers.
Highly organized and able to create an organized and easy-to-follow system for others.
Independently motivated, with the ability to take on tasks and duties without immediate direction.
Experience in Microsoft Office Suite
Perform job duties in a fast-paced environment while balancing and prioritizing multiple projects simultaneously.
Ability to think critically and have a strong attention to detail.
Good understanding of office administration practices.
Must be able to speak, read and write in the English language
Ability to bend, stoop, grip, reach and lift up to 40 lbs. on a repetitive basis.
Able to sit most of the shift to perform duties.

Nice To Haves

Associate’s/Bachelor’s degree preferred.

Responsibilities

Provide leadership and presence in the primary lobby and maintain responsibility for incoming persons and general points of inquiry.
Coordinate US Mail and Priority Shipping/Receiving and distribute appropriately across the organization.
Manage the primary phone switchboard, with responsibilities to receive, screen, rout inbound inquiries appropriately and respond accordingly.
Review and route employee and departmental expense reports and documentation for processing as needed.
Maintain office and hospitality supply orders and general upkeep of shared conference and multipurpose spaces.
Serve as preliminary resource/ombudsperson for EMS employees, vendors, clients, and business partner regarding company initiatives and priorities.
Design and disseminate internal communications which advance and inform employees of company priorities and initiatives.
Support EMS employee engagement initiatives that build a sense of belonging and affinity to the company, including recognition, celebrations, gatherings, and annual special events.
Serve as Finance/Accounts Receivable departmental representative in processing invoices, tracking receipts, and communicating effectively with business partners and account managers.
Serve as a preliminary hospitality representative for guests, visitors, and contractors engaging with business development initiatives with/for EMS.
Collaborate with Account Managers in implementing and advancing strategic business priorities.
Perform administrative coordination for managing, scheduling, and preparing Conference, Break, and Multipurpose Rooms for general company usage and effectiveness.
Coordinate travel logistics for employees and customers as needed.
Support Human Resources with employee recruitment, new hire onboarding, and retention initiatives, including managing specific features of the HRIS applicant tracking system.
Perform general administrative duties appropriate of an EMS, human resources, and finance employee as to ensure business continuity in these functional areas.
Support the EMS Quality Policy and Quality Objectives.