Administrative Coordinator

Green Thumb•West Haven, CT

13d

About The Position

The Administrative Coordinator prioritizes and completes short- and long-term tasks while providing direct support to market management and operational leadership, as well as broader 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 supports daily facility operations, management projects, communications, calendars, visitors, deliveries, records, supplies, and shared spaces. The position also includes light data entry and document preparation, expense reconciliation, and general support for internal and external clients. The pay range is $22–$26 USD, based on experience, qualifications, and/or location. Positions may be eligible for a discretionary annual incentive program based on organizational and individual performance.

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 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, analysis, decision-making, communication, and teamwork skills.
Organizational and presentation skills, and leadership ability.
Understanding of and adherence to applicable state and industry regulations, safety regulations, local municipal codes, and organizational rules, directives, and standard operating procedures.
Ability to use standard office and computer equipment and software, including performance management, spreadsheet applications, and email.
Must pass all required background checks.
Must remain compliant with all legal or 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 is a plus.

Responsibilities

Assist management with ongoing projects, balancing short- and long-term deadlines.
Answer phone calls and take detailed messages.
Welcome visitors, sign them in and out, and escort them to conference rooms.
Write and distribute emails, correspondence, memos, letters, faxes, and forms.
Help ensure efficient, smooth day-to-day facility operations.
Maintain logs and files, including visitor logs, vendor contacts, missed punches, vehicle maintenance, training, and security equipment records.
Sign for, schedule, and accept deliveries; verify order accuracy.
Create detailed, accurate calendar appointments for management and internal meetings on shared calendars.
Complete daily, weekly, and monthly security checklists.
Maintain supply inventory and regularly stock paper goods, printing areas, groceries, restrooms, and dry storage.
Keep common areas tidy, including reception, meeting rooms, and the kitchen.
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/or 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.