We are seeking a detail-oriented and organized Administrative Coordinator to join our client's team. This role plays a crucial part in ensuring smooth operations by managing inspections, processing paperwork, maintaining schedules, and supporting compliance efforts. The ideal candidate will have excellent communication and multitasking skills to manage a variety of responsibilities efficiently.
Key Responsibilities:
* Phone and Communication Management:
Answer incoming calls and route them to the appropriate team members.
Coordinate communication with external vendors and customers.
* Scheduling and Inspection Coordination:
Schedule all inspections and services with designated providers.
Maintain and update the monthly batch spreadsheet, providing weekly updates via email every Friday.
* Compliance and Reporting:
Submit inspection reports to relevant compliance platforms.
Process all paperwork for services to ensure adherence to policies and procedures.
* Inventory and Purchasing:
Generate purchase orders, ensuring non-inventory items are correctly managed.
Track and manage costs for operations.
* Customer and Data Management:
Manage new customer accounts in data management systems.
Clear completed tasks in systems monthly.
Load assets into the system for inspections.
* System and Certificate Management:
Back up and manage certificates for inspections and services.
Set up and manage new radio and phone lines with service providers.
Qualifications:
Strong multitasking skills with the ability to manage multiple priorities.
Excellent communication skills, both verbal and written.
Experience with scheduling, customer service, or administrative tasks is a plus.
Familiarity with compliance reporting platforms is an advantage.
Proficiency with Microsoft Office Suite and data entry systems.
Attention to detail and ability to maintain accurate records.
Work Schedule:
Full-time position with standard office hours.
May require occasional communication with vendors or clients outside of regular hours.
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. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.