Administrative Coordinator

Momentum Environmental Solutions, LLC; City of Albany (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

Momentum Environmental Solutions, LLC in New York seeks an Administrative Coordinator to manage day-to-day administrative tasks, ensuring smooth office operations and effective support to staff and management.

The role involves front desk duties, correspondence, file maintenance, travel arrangements, purchasing, scheduling, timesheet reviews, and collaboration with project managers for job costing, while upholding company policies.

Qualifications

• 3+ years of experience in office administration or similar role.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite and cloud-based software.
• Ability to maintain confidentiality and professionalism.

Responsibilities

• Serve as the first point of contact for visitors and incoming calls.
• Manage correspondence, including emails, phone calls, and mail distribution.
• Organize and maintain office files, records, and databases for employees.
• Support travel arrangements for field staff.
• Order and manage office supplies and inventory.
• Coordinate facility maintenance and liaise with vendors or service providers.
• Create purchase orders and enter expense receipts in accordance with company policies and procedures.
• Support scheduling for weekly field staff projects.
• Review and report weekly timesheets for branch employees.
• Partner with project managers to review daily field reports for accurate job costing.
• Ensure office operations comply with company policies and procedures.
• Assist with special projects and other administrative duties as assigned.

Skills

Written communication

Verbal communication

Attention to detail

Multitasking

Confidentiality

Tools

Microsoft Office

Cloud-based software

Job description

Momentum Environmental provides industrial cleaning, waste management, emergency response and remediation services. The Administrative Coordinator is responsible for managing day-to-day administrative tasks to ensure the smooth operation of the office.

The Administrative Coordinator reports to the VP of Administration but directly interacts with local operations personnel. This role is responsible for a wide variety of office functions including handling communications, record keeping, and providing support to staff and management.

Essential Responsibilities

• Serve as the first point of contact for visitors and incoming calls.
• Manage correspondence, including emails, phone calls, and mail distribution.
• Organize and maintain office files, records, and databases for employees.
• Support travel arrangements for field staff.
• Order and manage office supplies and inventory.
• Coordinate facility maintenance and liaise with vendors or service providers.
• Create purchase orders and enter expense receipts in accordance with company policies and procedures.
• Support scheduling for weekly field staff projects.
• Review and report weekly timesheets for branch employees.
• Partner with project managers to review daily field reports for accurate job costing.
• Ensure office operations comply with company policies and procedures.
• Assist with special projects and other administrative duties as assigned.

Position Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The following requirements are representative of the knowledge, skill and/or ability required by the position.

Specific Skills and Experience

• 3+ years of experience as an Office Administrator, Administrative Assistant, or similar role.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other cloud-based software systems.
• Attention to detail and problem-solving abilities.
• Ability to maintain confidentiality and professionalism.

Core Competencies

• High emotional intelligence and ability to develop relationships/trust with a team.
• Strong communication skills; both written and verbal.
• Structured thinker with strong organizational and multitasking skills.
• Ability to effectively interact with management, other departments, and vendors.