HESS Administrative Coordinator

Private Destinations•Fairbanks, AK

About The Position

The HESS (Health, Environmental, Safety, & Security) Administrative Coordinator provides administrative, financial, and operational support to the HESS Department. The role is responsible for employee onboarding, accounting processes, recordkeeping, and general office administration. Working closely with the Director and department heads, the coordinator helps ensure accuracy, timely completion of departmental processes, and compliance with company policies and procedures, while supporting budget forecasting, reporting, and overall departmental operations.

Requirements

High school diploma or equivalent.
Previous administrative, office, operations, payroll, HR, or related support experience.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Strong written and verbal communication skills.
Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
Ability to handle confidential employee, financial, and compliance-related information with discretion.
Strong data-entry and recordkeeping skills.
Dedication to delivering excellent customer service to guests, coworkers, and vendors.
Must be eligible to work in the United States; the employer is unable to sponsor or take over sponsorship of employment visas at this time.
Excellent organization and document-management skills.
Strong attention to accuracy and follow-through.
Ability to prioritize competing responsibilities and respond to changing operational needs.
Professional judgment when handling sensitive and confidential information.
Strong interpersonal skills and ability to work effectively with employees, managers, vendors, and cross-functional teams.
Comfort working with spreadsheets, reports, databases, and electronic recordkeeping systems.
Ability to identify missing information, follow up proactively, and keep administrative processes moving forward.

Responsibilities

Coordinate Drug & Alcohol program documentation, recordkeeping, random testing pool administration, tracking, and reporting in partnership with the Training Manager.
Coordinate seasonal employee payroll, departmental expense and budget tracking, invoice processing, vendor account setup, and related financial recordkeeping.
Collect, track, and report safety metrics from Transportation and Hotel teams, and maintain accurate, organized safety documentation and records.
Coordinate employee onboarding, including employment contracts, Pinpoint administration, background checks, required documentation, recordkeeping, and follow-up with candidates and department leadership.
Monitor departmental inventory, coordinate supply ordering, maintain purchasing records, and work with vendors and internal partners to support operational needs.
Coordinate departmental business travel, including transportation, lodging, itineraries, travel documentation, and changes to existing arrangements.