Administrative Coordinator

Archer Lewis • Portland, ME

6d • $24 - $26 • Hybrid

About The Position

The Administrative Coordinator supports daily office operations and helps maintain an efficient, organized, and professional work environment. The role is a central point of coordination for employees, vendors, clients, and leadership, providing administrative support across multiple functions. The ideal candidate is organized, proactive, attentive to detail, and able to manage competing priorities while providing strong customer service.

Requirements

• High school diploma or equivalent.
• 2–4 years of experience in an administrative, office management, coordination, or related support role.
• Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Strong organizational skills and the ability to manage multiple priorities, schedules, and deadlines.
• Exceptional attention to detail and commitment to accurate, high-quality work.
• Strong verbal and written communication skills and the ability to interact professionally with employees, clients, vendors, and leadership.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Strong problem-solving skills and a proactive approach to identifying and resolving issues.
• Ability to work independently and collaborate effectively across teams and departments.
• Reliability, adaptability, and commitment to delivering exceptional administrative support.

Nice To Haves

• Associate's or Bachelor's degree in Business Administration or a related field.
• Experience with collaboration, database, and document management systems such as SharePoint, Smartsheet, CRM platforms, or similar tools.

Responsibilities

• Oversee daily office operations to maintain a productive, organized, and welcoming environment for employees and visitors.
• Manage office supply inventory, coordinate equipment maintenance, and liaise with vendors, service providers, and building management.
• Coordinate calendars, meetings, appointments, and conference schedules for team members and leadership.
• Organize internal meetings, training sessions, office events, and special projects, including logistics, catering, and technology setup.
• Handle incoming calls, emails, correspondence, and general inquiries as a primary point of contact.
• Provide administrative support to managers and senior leaders, including scheduling, document preparation, and project coordination.
• Prepare, edit, format, and distribute reports, presentations, correspondence, and other business documents.
• Maintain accurate and confidential physical and electronic filing systems, records, and databases.
• Assist with administrative accounting functions, including invoice processing, expense tracking, and budget-related support.
• Identify and implement process improvements to enhance efficiency, organization, and office productivity.
• Support cross-functional teams with administrative projects and operational initiatives as needed.

Benefits

• Medical, dental, and vision insurance; coverage begins on the first of the month following the start date.
• Paid parental leave.
• 401(k) matching program.
• Pre-tax commuter benefits.
• Pet insurance.
• Unlimited flexible time off.
• Seven company-paid holidays.
• Employee Assistance Program (EAP).
• Eligible for an annual performance-based bonus of up to 3% of base salary, based on individual and company performance.
• Opportunity to work overtime during peak periods based on business needs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED