Administrative Coordinator

The Keith Corporation•Charlotte, NC

19h•Onsite

About The Position

The Administrative Coordinator is responsible for the day-to-day administrative process for TKC Management Services' corporate location. The goal is to work in tandem with the Director, Division Manager, Property Manager, Service Coordinator, TKC Technicians, and subcontractors to ensure an efficient and productive operation.

Requirements

High proficiency in MS applications including Word, Excel, PowerPoint and Outlook
Present information clearly and concisely in oral and written format
Demonstrated possession of knowledge, skills and abilities gained through at least 1 year as administrative assistant experience, or an equivalent combination of education and experience
Ability to operate office equipment such as copiers, personal computers, and fax machines
High School Diploma or equivalent
1-3 years of experience with similar duties
Valid driver’s license

Nice To Haves

Associate or Bachelor’s degree

Responsibilities

Answer telephone and email and provide requested information as appropriate
Schedule corrective and preventive maintenance work order
Reconcile monthly Expense Report for Maintenance Technicians for review and approval by Property/Facility Manager, and submits for payment
Assist Service Coordinator in other tasks deemed necessary
Ordering/picking up supplies and materials
Prepare reports and spreadsheets as needed
Maintain integrity of data located on the M drive, ensuring property information is current and accurate.
Prepare any invoices to be sent for non-standard services.
Submit new hire, spring, and winter uniform orders for employees.
Maintain organization and stocking of third-floor common areas (kitchen, lobby, conference room, etc.)
Assist with the preparation of proposals and presentations as needed
Coordinate travel plans for Director and Division Manager as needed
Prepare a weekly report for Property/Facility Manager and/or Operations Manager showing work orders completed, outstanding (open) work orders, and status of outstanding work orders
Make revisions daily as required to accommodate emergencies or work not completed
Prepare required monthly reports for the facility
Prepare other required reports and spreadsheets as requested
Enter and retrieve data from database programs
Communicate with SUITE 100 on any on-call changes, property updates, etc.
Will have complete administrative level reporting and tracking responsibilities
Support Service Coordinators across TKC portfolio
Conduct meetings as necessary with Maintenance Technicians and Service Coordinators across portfolio to maintain systems
Setup and manage vendors across TKC portfolio
Maintain, assign and submit service request as necessary
Verify all work orders for TKC Property Management locations
Verify and invoice clients at TKC Property Management locations
Assist Property/Facility Manager and/or Operations Manager in other tasks deemed necessary
Other duties as assigned