Position Title: Administrative Coordinator

We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team. This role requires proficiency in Microsoft Office, familiarity with standard office and accounting practices, and excellent interpersonal and communication skills to interface effectively with customers and construction personnel. A background in Fire Protection is a plus.

Key Responsibilities:

• Maintain up-to-date and accurate records for special vendors.
• Manage correspondence and oversee service needs from initiation to project completion, ensuring proper documentation and follow-through.
• Enter service vendor POs and process invoices for approval prior to month-end deadlines to ensure timely billing.
• Proactively follow up with service vendors to secure invoices, enabling work orders (WOs) to be processed and billed efficiently by the end of the month.
• Ensure the integrity and organization of Service Contract files, maintaining complete and accurate documentation.
• Provide backup support to the Contract Coordinator as needed.
• Respond promptly to management requests for information or additional projects.
• Review and update various administrative reports to ensure accuracy and relevance.
• Follow and adhere to all company policies and procedures.
• Foster stellar customer relationships by providing exceptional support and ensuring customer satisfaction in all aspects of contract administration, meeting all paperwork and documentation requirements in a timely manner.
• Maintain strict confidentiality of all information processed and handled.
• Collaborate with and assist other coordinators with follow-up tasks as needed.

Qualifications:

• Proficiency in PC-based word processing, spreadsheet, and database applications, including strong knowledge of Microsoft Word, Excel, and other Microsoft Office software.
• Solid understanding of standard office and accounting practices.
• Excellent communication, interpersonal, and customer service skills to interact effectively with customers and construction personnel.
• Strong attention to detail, organizational abilities, and time management skills.
• Ability to multitask, meet deadlines, and prioritize tasks in a fast-paced environment.
• A background in Fire Protection is a plus.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.