Admin Coordinator

Dexian; Pryor Creek (OK); On-site; USD 42,000 - 70,000; Full time

Job summary

Dexian seeks a highly organized Team Administrator and Program/Project Coordinator to support our Operational Excellence team. The role ensures smooth daily operations, coordinates various development initiatives, and supports multiple program activities in a dynamic environment.

The ideal candidate is proactive, detail-oriented, and excels in Google Workspace and cross-functional collaboration, with experience in LMS and budget tracking preferred. On-site in Pryor, OK, 12+ month W2 contract.

Qualifications

• Demonstrates adaptability and ability to manage changing priorities in a global setting.
• Shows proactive problem solving with a positive approach and initiative.
• Proficient in Google Workspace tools (Gmail, Calendar, Docs, Sheets, Drive).
• Knowledge of AI tools (ChatGPT, Gemini) to boost productivity.
• Excellent relationship-building across diverse teams and regions.
• Meticulous organization with strong attention to detail across tasks.
• Excellent written and verbal communication with stakeholders at all levels.
• Shows proactive ownership from start to finish.
• Experience coordinating admin and program activities in corporate settings (preferred).
• Familiarity with LMS and training schedule coordination (preferred).
• Ability to support budget tracking and operational reporting (preferred).
• Strong intercultural communication across global teams (preferred).
• Project management or process improvement exposure is a plus.

Responsibilities

• Manage team calendars, coordinate meetings across time zones, and arrange logistics.
• Organize digital file systems, templates, and document management.
• Monitor communications channels and facilitate information flow.
• Maintain SME and POC lists and coordinate travel for site activities.
• Triage requests, delegate tasks, and track completion.
• Provide general internal customer support to stakeholders.
• Assist in LMS content development, scheduling, and tracking progress.
• Support training schedule management and site communications.
• Prepare reports and visual data summaries for reviews.
• Maintain team playbooks, website content, and docs.
• Update tracking systems for initiatives and priorities.
• Assist intake from discovery through scope, delivery, and reporting.
• Support program tracking and regional budget monitoring.
• Provide weekly summaries on cross-site agendas.

Skills

Adaptability

Problem solving

Google Workspace

AI tools

Relationship building

Attention to detail

Written and verbal communication

Ownership

Tools

Google Workspace

Learning Management System (LMS)

Job description

We are seeking a highly organized, proactive, and detail-oriented Team Administrator & Program/Project Coordinator to provide comprehensive administrative and program support to our Operational Excellence team. This key role ensures the smooth daily operations of the team and supports the coordination of various operational development initiatives. The ideal candidate will efficiently manage administrative tasks, demonstrate strong organizational and communication skills, and support multiple program activities in a dynamic, fast-paced environment.

Key Responsibilities

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Team Administrator & Program/Project Coordinator to provide comprehensive administrative and program support to our Operational Excellence team. This key role ensures the smooth daily operations of the team and supports the coordination of various operational development initiatives. The ideal candidate will efficiently manage administrative tasks, demonstrate strong organizational and communication skills, and support multiple program activities in a dynamic, fast-paced environment.

Administrative & Team Support

• Manage team calendars, coordinate meetings across multiple time zones, and organize all meeting logistics, including room bookings, virtual meeting setup, and material preparation.
• Organize and maintain digital file systems, including folder structures, document management, and template development.
• Monitor team communication channels (e.g., email, chat), manage general correspondence, and facilitate timely information flow.
• Maintain and regularly update key team lists such as subject matter experts (SMEs) and points of contact (POCs).
• Coordinate logistics, including travel arrangements for team members supporting site activities.
• Triage incoming support requests and tasks (via emails, bugs, pings), delegate to appropriate team members, and track for timely completion.
• Provide general customer support to internal stakeholders.

Program & Project Coordination Support

• Assist in managing the initial stages of online learning content development, including file organization, basic material creation, scheduling meetings with subject experts, and tracking project issues or progress.
• Support training schedule management, including coordinating communications with various sites and tracking activities within learning management systems (LMS).
• Prepare reports for review meetings and presentations, including training reports for quarterly reviews and visual data summaries.
• Maintain and update team playbooks, website content, and other organizational documents.
• Update and oversee tracking systems for initiatives, workflows, and task priorities, using tools such as task management software.
• Assist in scheduling and coordinating intake requests from discovery through scope definition and delivery.
• Support tracking and reporting for specific team programs and initiatives.
• Assist with regional budget tracking and monitor alignment with team initiatives and requests.
• Monitor agendas from cross-site teams or working groups, providing weekly summaries on pertinent issues.

Required Qualifications

• Highly adaptable and flexible, with the ability to manage changing priorities and deadlines in a fast-paced, global environment.
• Solutions-focused problem solver with proactive initiative and a positive, can-do attitude.
• Proficient in using Google Workspace tools extensively, including Gmail, Calendar, Docs, Sheets, and Drive.
• Knowledgeable in the use of AI tools (e.g., ChatGPT, Gemini) to enhance productivity and support tasks.
• Exceptional relationship-building skills, capable of maintaining positive collaborations across diverse teams, regions, and cultures.
• Meticulously organized with strong attention to detail, able to manage multiple tasks simultaneously with accuracy.
• Excellent written and verbal communication skills, professional in conveying information to stakeholders at all levels.
• Proactive ownership of responsibilities, from initiation through completion, with a focus on continuous contribution.

Preferred Qualifications

• Experience coordinating both administrative and program activities within a corporate or operational setting.
• Familiarity with learning management systems and training schedule coordination.
• Ability to support budget tracking and operational reporting.
• Demonstrated intercultural communication skills and the ability to work effectively across diverse teams globally.
• Prior experience with project management or process improvement methodologies is a plus.

Desired Skills and Experience

Team Administrator & Project Coordinator

W2 Only - no sponsorship offered for this position

On site in Pryor, OK

12+ month contract on W2 - potential to convert FTE based on performance

Manage team calendars, meeting logistics, travel, communications, etc.

Dexian stands at the forefront of Talent + Technology solutions with a presence spanning more than 70 locations worldwide and a team exceeding 10,000 professionals. As one of the largest technology and professional staffing companies and one of the largest minority-owned staffing companies in the United States, Dexian combines over 30 years of industry expertise with cutting-edge technologies to deliver comprehensive global services and support.

Dexian connects the right talent and the right technology with the right organizations to deliver trajectory-changing results that help everyone achieve their ambitions and goals.To learn more, please visit https://dexian.com/.

Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.