Administrative Coordinator

WCA Technologies, Inc.; New York (NY); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

Job summary

WCA Technologies, Inc. is seeking an Administrative Coordinator to support daily office operations, client-facing coordination, shipping/receiving, inventory tracking, purchasing support, vendor reconciliation and general administrative functions.

The role ensures efficient office operations, professional service for visitors and clients, and timely completion of administrative tasks across internal teams.

Qualifications

• Excellent organizational skills and attention to detail.
• Professional communication with clients, visitors, vendors and employees.
• Ability to manage multiple administrative priorities in a fast-paced office environment.

Responsibilities

• Answer incoming phone calls and route to the appropriate employee or department.
• Greet visitors professionally and escort to conference room.
• Coordinate shipping/receiving, label deliveries, track shipments, notify department.
• Support clients and internal equipment logistics, pickups/drop-offs, mail receiving duties.
• Assist with purchase orders and sales orders, update tracking and serial numbers.
• Monitor and maintain office supplies, equipment, inventory, and client inventory.
• Maintain a clean, organized office environment (staff room, kitchen, conference room, equipment areas).
• Enter and update vendor-related bills in QuickBooks.
• Assist with accounts receivable follow-up and remote deposits for manual checks.
• Maintain accurate daily time entries in ConnectWise and submit timesheets.

Skills

Organizational skills

Professional communication

Multi-tasking in fast-paced office

Microsoft Office proficiency

Confidential information handling

Tools

ConnectWise

IT Glue

Ticketing systems

Job description

The Administrative Coordinator supports daily office operations, client-facing coordination, shipping and receiving activities, inventory tracking,purchasingsupport, vendor reconciliation, and general administrative functions for WCA Technologies, Inc. This role helps ensure the officeoperatesefficiently, visitors and clients receive professional service, internal teams are supported, and administrative tasks are completed accurately and on time.

Key Responsibilities

• Answer incoming phone calls and route them to the appropriate employee or department.
• Greet visitors professionally, escort them to the conference room, offer refreshments, and notify theappropriate internalcontact.
• Coordinate shipping and receiving activities, including labeling deliveries, tracking shipments, and notifying theappropriate department.
• Support clients and internal equipmentlogistics, including pickups, drop-offs, retail order pickups, and mail receiving duties.
• Assistwith purchase orders and sales orders, including updating tracking information and serial numbers.
• Monitor andmaintainoffice supplies, office equipment, technician to-go bags, internal inventory, and designated client inventory.
• Maintain a clean, organized, and professional office environment, including the staff room, kitchen, conference room, equipment areas, and shared workspaces.
• Enter and update vendor-related bills in QuickBooks.
• Assist with accounts receivable follow-up and process remote deposits for manual checks.
• Maintainaccuratedaily time entries in ConnectWise andsubmittimesheets by required deadlines.

Qualifications and Skills

• Strong organizational skills and attention to detail.
• Professional communication skills and the ability to interact courteously with clients, visitors, vendors, and employees.
• Ability to manage multiple administrative priorities in a fast-paced office environment.
• Basicproficiencywith Microsoft Office applications (Word, Excel, Outlook and PowerPoint) and Adobe Forms.
• Ability to handle confidential information and represent the company professionally.
• Experience with ConnectWise, IT Glue, ticketing systems, purchasing processes, or inventory tracking is a plus.
• Ability to prioritize multiple tasks in a fast-paced environment
• Self-motivated and ability to work independently and proactively
• Has excellent attention to detail and executes responsibilities with a sense of urgency
• Excellent interpersonal, organizational, communication, problem solvingskills
• Health, Dental, Vision, Life, Disability Insurance Coverage