Administrative Coordinator

Jobtailor; Albany (OR); On-site; USD 42,000 - 55,000; Full time

Job summary

Jobtailor in Oregon is seeking an Administrative Assistant to manage daily office operations, serve as the main communications liaison, and support onboarding, events, and document handling. The role emphasizes organization, accuracy, and professional client interactions.

The ideal candidate will have a high school diploma, at least one year of relevant experience, proficiency in Microsoft Office, and strong communication and coordination skills to ensure smooth office functioning.

Qualifications

• High School Diploma or equivalent required.
• 1+ year of relevant administrative, office support, or customer service experience.
• Proficiency with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong written and verbal communication skills, with the ability to interact professionally with colleagues, clients, and external partners
• Excellent attention to detail, ensuring accuracy in documentation, scheduling, and administrative support tasks
• Strong organizational skills, including the ability to manage multiple priorities, meet deadlines, and maintain an organized work environment
• Experience supporting or coordinating events, meetings, or visits for internal teams and guests
• A professional, collaborative demeanor with a commitment to providing exceptional internal and external customer service
• The ability to handle sensitive information with discretion and maintain confidentiality at all times.

Responsibilities

• Oversee daily office operations, including maintaining supplies, managing correspondence, and ensuring a clean and organized workspace.
• Serve as the primary point of contact for internal and external communications, including phone calls, emails, and visitor interactions.
• Ensure efficient day‑to‑day operations, maintaining a well‑organized and fully supplied office environment.
• Manage fleet maintenance and logistics effectively.
• Assist in coordinating resources (team members, equipment, materials) and formatting deliverables for projects.
• Organize important documents, contracts, and project files.
• Assist supervisors and Department leader in the onboarding process for new hires, including coordinating gifts, orientation lunch, workspace setup, introduction to office layout and colleagues, and a welcome announcement.
• Manage the process of sending and receiving certified mail for important project‑related documents.
• Track and document certified mail receipts for record‑keeping purposes.
• Prepare and edit documents, reports, and presentations.
• Maintain accurate records and filing systems.
• Assist with planning and execution of company events, meetings, and projects.
• Deliver excellent customer service to clients, vendors, and employees, resolving inquiries promptly.

Skills

Administrative experience

Microsoft Office

Communication skills

Organization

Attention to detail

Customer service

Event coordination

Confidentiality

Education

High School Diploma or equivalent

Job description

Responsibilities

• Oversee daily office operations, including maintaining supplies, managing correspondence, and ensuring a clean and organized workspace.
• Serve as the primary point of contact for internal and external communications, including phone calls, emails, and visitor interactions.
• Ensure efficient day‑to‑day operations, maintaining a well‑organized and fully supplied office environment.
• Manage fleet maintenance and logistics effectively.
• Assist in coordinating resources (team members, equipment, materials) and formatting deliverables for projects.
• Organize important documents, contracts, and project files.
• Assist supervisors and Department leader in the onboarding process for new hires, including coordinating gifts, orientation lunch, workspace setup, introduction to office layout and colleagues, and a welcome announcement.
• Manage the process of sending and receiving certified mail for important project‑related documents.
• Track and document certified mail receipts for record‑keeping purposes.
• Prepare and edit documents, reports, and presentations.
• Maintain accurate records and filing systems.
• Assist with planning and execution of company events, meetings, and projects.
• Deliver excellent customer service to clients, vendors, and employees, resolving inquiries promptly.

Qualifications

• High School Diploma or equivalent required
• 1+ year of relevant administrative, office support, or customer service experience
• Proficiency with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong written and verbal communication skills, with the ability to interact professionally with colleagues, clients, and external partners
• Excellent attention to detail, ensuring accuracy in documentation, scheduling, and administrative support tasks
• Strong organizational skills, including the ability to manage multiple priorities, meet deadlines, and maintain an organized work environment
• Experience supporting or coordinating events, meetings, or visits for internal teams and guests
• A professional, collaborative demeanor with a commitment to providing exceptional internal and external customer service
• The ability to handle sensitive information with discretion and maintain confidentiality at all times.

Certifications & Qualifications

• High School Diploma