Administrative Support Coordinator

Allied Universal

1d • Onsite

About The Position

Allied Universal® is hiring an Administrative Support Coordinator. The Administrative Support Coordinator provide support for the executive leadership team by managing and supporting their initiatives, operations, daily activities, events, and communications. To manage this job properly you should have a detailed understanding of organizing and managing meetings, experience booking domestic and international travel, and extensive experience managing calendars for multiple senior executives.

Requirements

• High school diploma or equivalent
• Minimum of five (5) years of administrative experience
• Minimum of two (2) years of work experience providing administrative support to executive leadership
• Outstanding communication skills, professional presence, and excellent organization skills
• Comfortable working in a fast-paced and changing office environment
• Flexible, responsible, dependable, and efficient
• Energetic and focused personality with a demonstrated ability to take initiative, successfully handle and prioritize multiple competing assignments and effectively manage deadlines
• Highly proficient and fully functional in all Microsoft Office applications and able to effectively utilize all available office management technology
• Professional, articulate, and able to use good independent judgment and discretion
• Proven ability to maintain correspondence, discussions, and materials in strictest confidence

Nice To Haves

• College degree in business administration, management, procurement, or related field
• State Notary License

Responsibilities

• Inventory, drop shipment, manage janitorial rebillable supplies; enter data into inventory management system
• Job costing; access job master files and enter updates to budgeted hours per project
• Run Accounts Receivable reports. review invoices and aging reports; assists the Regional Vice President and operations with collections
• Schedule and/or reschedule meetings, conferences, and travel to coincide with calendars; deciding venues, menus, and layout/floor plans for events; plan on and off-site meetings, manage catering requests, and prepare meeting material
• Negotiate rates and sign contracts for car and airport services, catering, restaurants, etc., related to executive business travel/meetings
• Manage company suite and sporting events
• Management oversight of business event planning to include scheduling of presenters and coordination of vendor services
• Negotiate contract renewals for airport/immigration services
• Make domestic and international travel arrangements for Executive Team
• Manage expense reporting and reconciliation
• Organize and expedite flow of work and initiate any follow-up actions
• Provide top-level executive support while maintaining high levels of discretion and professionalism in a fast-paced environment
• Answer, screen, and direct phone calls
• Anticipate follow-ups and proactively manage upcoming needs
• Distribute incoming and outgoing mail; prepare and ship overnight packages
• Manage complex calendars and scheduling requirements for the Executive Team
• Write and distribute email, correspondence memos, letters, and forms
• Assist with printing, scanning, faxing, and uploading of documents
• Act as the point of contact for internal and external clients on behalf of senior executives
• Communicate property repair and maintenance requests in a timely manner and follow-ups as needed
• Provide assistance with special projects as needed

Benefits

• Medical, dental, vision, basic life, AD&D, and disability insurance
• Enrollment in our company’s 401(k)plan, subject to eligibility requirements
• Eight paid holidays annually, five sick days, and four personal days
• Vacation time offered at an accrual rate of 3.08 hours biweekly. Unused vacation is only paid out where required by law.

What This Job Offers

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