[Closed] Administrative Coordinator

Position Closed. This job ad no longer accept résumés for consideration.

Department: National Support Center

Job Description Administrative Coordinator

Under the general direction of the Manager, Customer Communication and QA, performs a variety of administrative duties.

  • Schedules and coordinates meetings, interviews, appointments, events and other similar activities.
  • Plans, organizes and maintains electronic and hard copy files.
  • Researches, retrieves, organizes and disseminates information to staff and clients.
  • Provides program information to clients and/or refers calls to appropriate staff.
  • Answers multi-line telephone system and routes calls as back up to the Receptionist.
  • Greets visitors.
  • Monitors the access of visitors and vendors.
  • Uses independent judgment in establishing work priorities.
  • Handles confidential information.


  • Internal:
    • Communicates with all ITG staff.
  • External:
    • Communicates with customers, vendors and other outside entities as needed.

Primary Duties and Responsibilities:

  1. Supports the sales, marketing and other assigned groups in all administrative areas,
    including proposal support, document production, excel spreadsheets and
  2. Provides back up to Receptionist for breaks, lunch, and PTO days.
  3. Accepts and signs for deliveries from vendors or other outside contacts.
  4. Types memos, correspondence, reports, and other documents, as needed.
  5. Greets and directs visitors to appropriate staff.
  6. Collects and distributes mail and messages as required.
  7. Communicates with vendors and customers and refers calls as needed.
  8. Participates in logistics for special events and group meeting arrangements, including
    securing meeting space and set-up, meeting materials production, duplication and
  9. Maintains schedules for the CEO as needed.
  10. Records and maintains minutes for weekly managers and sales meetings or other
    meetings as needed.
  11. Assists with the coordination of office management, including ordering office
    supplies, scheduling vendor maintenance visits as requested, and monitoring general
    office needs.
  12. Attends BDM meetings and assists with determination of project requirements.

Other Assigned Duties:

Performs other related duties as assigned.


  • Associate’s degree in business, or equivalent training and work experience.
  • Minimum of three years administrative experience in a support function to one or more staff.
  • Ability to handle multiple tasks, a busy office, and work independently.
  • Excellent verbal and writing communication skills, to include grammar, punctuation, and spelling.
  • Proficiency in MS Word and Excel, Internet use and database software.

Status: Exempt

Position Closed. This job ad no longer accept résumés for consideration.