TX - Austin | Administrative Office Coordinator
About The Position
We are seeking a highly organized and detail-oriented Office Coordinator to support the daily operations of our program office. This position plays a critical role in ensuring administrative, financial, and personnel processes run smoothly while supporting both staff and the individuals we serve. The ideal candidate is a strong multitasker with excellent computer skills, exceptional organizational abilities, and the confidence to facilitate new hire orientation and training. This role requires someone who thrives in a fast-paced environment, can manage competing priorities, and enjoys supporting both operational and people-focused functions.
Requirements
- Minimum of 2–3 years of administrative, office management, payroll, billing, or related experience; equivalent combinations of education and experience will be considered.
- Strong computer proficiency, including Microsoft Office applications and data management systems.
- Ability to confidently present information and train new employees during orientation sessions.
- Exceptional organizational skills and attention to detail.
- Proven ability to multitask, prioritize responsibilities, and meet deadlines.
- Strong verbal and written communication skills.
- Professional, dependable, and customer-service-oriented approach.
- Commitment to quality, accuracy, and supporting a positive workplace culture.
Nice To Haves
- Associate degree in Business Administration, Human Resources, Accounting, or a related field preferred.
- Experience handling payroll, billing, financial records, or bookkeeping functions preferred.
Responsibilities
- Coordinate and organize departmental workflows, schedules, projects, and administrative activities.
- Maintain and organize physical and electronic records, ensuring accuracy and compliance.
- Manage trust funds for individuals served, including tracking, documentation, and reconciliation.
- Process billing for services and assist with invoicing and financial reporting activities.
- Serve as the primary timekeeper, processing and maintaining employee timesheets and payroll-related documentation.
- Conduct onboarding and new hire orientation for employees, presenting company policies, procedures, and training materials.
- Coordinate staff training and ensure completion of required in-service and compliance training.
- Provide administrative backup support to office and program staff as needed.
- Assist with preparation and maintenance of contracts and contract proposals.
- Coordinate building maintenance requests, office equipment, purchasing, and space planning needs.
- Organize department meetings, training sessions, and special events.
- Partner with Human Resources on recruiting, interviewing, onboarding, employee records management, and other personnel functions.
- Process and maintain payroll, accounts payable, invoices, and departmental operational reports.
- Develop and improve administrative systems and processes to support efficient office operations.
Benefits
- Comprehensive benefits package for employees working 32+ hours per week.
- 401(k) with a 3% company match.
- Paid time off and paid holidays.
- Rewarding work that positively impacts the lives of those we serve.
- Supportive team environment with opportunities for growth and advancement.
- Stability and career development opportunities with a nationwide organization.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
