Administrative Coordinator

Club Xcite; Sacramento (CA); On-site; USD 30,000 - 34,000; Full time

Job summary

Club Xcite, based in Sacramento, seeks an Office Administrative Coordinator to support Staff Support operations in-person at the Sacramento office and statewide. The role emphasizes organization, clear communication, and meticulous records management across departments.

Responsibilities include daily admin tasks, staff coordination, timesheet management, and confidential handling of payroll-related information while collaborating with payroll, HR, and benefits teams.

Qualifications

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication.
• Discretion with confidential information and payroll data.

Responsibilities

• Provide daily administrative support for the Sacramento office and statewide Club Xcite operations.
• Assist Staff Support with organizing schedules, records, forms, and internal updates.
• Help maintain accurate employee, placement, and operational documentation.
• Support general office organization, supply needs, filing, and day-to-day administrative tasks.
• Assist Staff Support with daily communication, follow-up, and coordination needs.
• Help track staff updates, callouts, schedule changes, and placement information.
• Ensure staff information is shared accurately with the appropriate internal departments.
• Provide responsive, professional support to team members and field staff.
• Assist with collecting, tracking, and organizing staff timesheets and timecards.
• Review timecard submissions for completeness and follow up on missing or unclear information.
• Communicate timecard updates and corrections to the appropriate team members.
• Support accurate payroll and billing processes through timely documentation and follow-up.
• Serve as a communication bridge between Staff Support, payroll, recruitment, HR, benefits, and other internal departments.
• Follow up on outstanding items to ensure timely resolution.
• Maintain clear communication and documentation when supporting departmental workflows.
• Assist with special projects, administrative requests, and operational initiatives as needed.
• Support process improvements that help teams work more efficiently.
• Maintain confidentiality when handling employee, payroll, HR, and benefits-related information.

Skills

Organizational skills

Multitasking

Communication

Detail-oriented

Customer service

Discretion

Microsoft Office

Tools

Microsoft Office

Job description

Pay: $22 - 25 per hour based on experience

About Club Xcite

Club Xcite partners with school districts to provide high-quality student support services, including behavioral staff, instructional aides, and clinical oversight. We are committed to delivering exceptional support to students while creating a strong, service-driven environment for our staff.

Position Overview

We are seeking a highly organized and dependable Office Administrative Coordinator to support Staff Support operations and Club Xcite’s statewide administrative needs. This in-person role is based in our Sacramento office and is essential to keeping daily operations organized, accurate, and connected across departments.

If you enjoy helping teams stay on track, communicating clearly, and managing details in a fast-paced environment, this position is a great fit.

What You’ll Do

Administrative & Office Support

• Provide daily administrative support for the Sacramento office and statewide Club Xcite operations
• Assist Staff Support with organizing schedules, records, forms, and internal updates
• Help maintain accurate employee, placement, and operational documentation
• Support general office organization, supply needs, filing, and day-to-day administrative tasks

Staff Support Coordination

• Assist the Staff Support team with daily communication, follow-up, and coordination needs
• Help track staff updates, callouts, schedule changes, and placement information
• Ensure staff information is shared accurately with the appropriate internal departments
• Provide responsive, professional support to team members and field staff

Timesheet & Timecard Management

• Assist with collecting, tracking, and organizing staff timesheets and timecards
• Review timecard submissions for completeness and follow up on missing or unclear information
• Communicate timecard updates and corrections to the appropriate team members
• Support accurate payroll and billing processes through timely documentation and follow-up

Cross-Department Communication

• Serve as a communication bridge between Staff Support, payroll, recruitment, HR, benefits, and other internal departments
• Help route questions, updates, and documentation to the correct department
• Follow up on outstanding items to ensure timely resolution
• Maintain clear communication and documentation when supporting departmental workflows

Additional Responsibilities

• Assist with special projects, administrative requests, and operational initiatives as needed
• Support process improvements that help teams work more efficiently
• Maintain confidentiality when handling employee, payroll, HR, and benefits-related information

What We’re Looking For

• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Dependable, detail-oriented, and able to manage follow-up tasks
• Comfortable communicating with multiple departments and team members
• Customer service mindset with a professional and helpful approach
• Ability to handle confidential information with discretion
• Proficiency in Microsoft Office, including Excel, Outlook, and Teams
• Experience in administrative support, staffing, payroll support, or office coordination preferred

Why Join Club Xcite?

• Meaningful work supporting students, school staff, and internal teams
• Collaborative, mission-driven team environment
• Opportunity to support statewide operations from the Sacramento office
• Hands-on role with variety, responsibility, and room to grow