Administrative Coordinator

Heiden Technology Solutions; Saginaw (MI); On-site; USD 22,000 - 31,000; Full time

Benefits offered by this job

PTO

Health insurance options

Simple IRA 3% match

Annual clothing stipend

Monthly phone stipend

Life insurance

Short-term disability

Bonuses through recognition programs

Job summary

Heiden Technology Solutions in Saginaw, MI is seeking an Administrative Coordinator to provide administrative and creative support to Marketing, Finance, and the Design Desk while coordinating day-to-day office operations.

You will manage the main operator line, schedule meetings, handle office supplies, assist with events, and create marketing materials using Canva and WordPress, while ensuring branding and accuracy.

Qualifications

• Previous experience in administrative support, customer service, or a related professional role.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational, time management, and prioritization skills.
• Strong attention to detail and accuracy.
• Effective written and verbal communication and interpersonal skills.
• Professional telephone etiquette and the ability to communicate effectively with clients.
• Ability to collaborate across departments and independently manage routine administrative responsibilities.
• Ability to handle confidential and sensitive information with discretion.
• Ability to learn and use business software and follow established procedures.

Responsibilities

• Manage the main operator line, professionally fielding incoming calls and transferring callers to the appropriate staff member or department.
• Assist with meeting scheduling, calendar coordination, and general administrative activities.
• Monitor inventories of office supplies, refreshments, paper products, and other office necessities; purchase and order replenishments.
• Complete local pickups and errands, including company workwear and office supply purchases.
• Provide assigned administrative support across departments.
• Update and maintain content on the lobby display and exterior roadside sign.
• Create graphics, flyers, and promotional materials using Canva.
• Create social media content highlighting company activities, community involvement, employee recognition, and relevant industry developments.
• Research managed services and technology topics to support industry-related content, using approved AI tools as appropriate.
• Review materials for accuracy, completeness, and consistency with company branding; verify supporting information and obtain required approval before distribution or publication.
• Maintain a content calendar and schedule approved materials for publication.
• Assist with preparing, scheduling, and distributing email marketing campaigns using designated marketing software.
• Complete marketing-related data entry and maintain information in Strety, GlassHive, and other designated systems.
• Assist with routine website content updates using WordPress or other designated platforms, following established review and approval procedures.
• Coordinate assigned marketing activities with the Business Development Specialist and leadership.
• Independently monitor quotes awaiting client signatures and conduct routine phone follow-up with clients.
• Document outreach attempts, client responses, and relevant updates in ConnectWise.
• Refer technical questions, client concerns, or issues beyond routine follow-up to the appropriate Design Desk technician.
• Assist with sending collection notices according to Finance's established procedures.
• Conduct phone follow-up with clients regarding overdue payments.
• Document outreach attempts, client responses, and relevant updates in ConnectWise.
• Track assigned follow-up activities and communicate unresolved accounts or outstanding questions to Finance.
• Refer payment disputes, requests for payment arrangements, and other matters beyond routine follow-up to Finance.
• Create employee recognition graphics, flyers, and announcements using content and direction provided by Human Resources.
• Assist with employee photography and preparation of images for company materials and communications.
• Support company events under leadership's direction, including flyer creation, scheduling communications, food arrangements, and event preparation.
• Handle employee, client, financial, and business information with discretion and maintain confidentiality.
• Monitor recurring tasks and deadlines and complete required follow-up.
• Promptly communicate missing information, anticipated delays, and unresolved matters to the appropriate staff member, and refer competing workload priorities to the Director of Finance & Business Operations.
• Seek clarification when assignment scope, instructions, or approval requirements are unclear.
• Perform other related duties as assigned.

Skills

Organization

Time management

Detail orientation

Communication

Interdepartmental collaboration

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Description

Location:

Saginaw, MI | In-Office

Employment Type:

Full-Time | Monday-Friday

Administrative Coordinator Overview

The Administrative Coordinator provides administrative and creative support to Marketing, Finance, and the Design Desk while coordinating day-to-day office operations. Responsibilities include managing incoming calls, creating marketing and internal communications materials, following up with clients regarding quotes and overdue payments, maintaining office supplies, and assisting with company events.

This position requires an organized, detail-oriented individual who enjoys diverse responsibilities, communicates professionally with clients and staff, and independently manages routine work while balancing priorities across departments.

Essential Job Functions

General Office Administration

• Manage the main operator line, professionally fielding incoming calls and transferring callers to the appropriate staff member or department.
• Assist with meeting scheduling, calendar coordination, and general administrative activities.
• Monitor inventories of office supplies, refreshments, paper products, and other office necessities; purchase and order replenishments.
• Complete local pickups and errands, including company workwear and office supply purchases.
• Provide assigned administrative support across departments.

Marketing And Communications

• Update and maintain content on the lobby display and exterior roadside sign.
• Create graphics, flyers, and promotional materials using Canva.
• Create social media content highlighting company activities, community involvement, employee recognition, and relevant industry developments.
• Research managed services and technology topics to support industry-related content, using approved AI tools as appropriate.
• Review materials for accuracy, completeness, and consistency with company branding; verify supporting information and obtain required approval before distribution or publication.
• Maintain a content calendar and schedule approved materials for publication.
• Assist with preparing, scheduling, and distributing email marketing campaigns using designated marketing software.
• Complete marketing-related data entry and maintain information in Strety, GlassHive, and other designated systems.
• Assist with routine website content updates using WordPress or other designated platforms, following established review and approval procedures.
• Coordinate assigned marketing activities with the Business Development Specialist and leadership.

Design Desk Support

• Independently monitor quotes awaiting client signatures and conduct routine phone follow-up with clients.
• Document outreach attempts, client responses, and relevant updates in ConnectWise.
• Refer technical questions, client concerns, or issues beyond routine follow-up to the appropriate Design Desk technician.

Finance Support

• Assist with sending collection notices according to Finance's established procedures.
• Conduct phone follow-up with clients regarding overdue payments.
• Document outreach attempts, client responses, and relevant updates in ConnectWise.
• Track assigned follow-up activities and communicate unresolved accounts or outstanding questions to Finance.
• Refer payment disputes, requests for payment arrangements, and other matters beyond routine follow-up to Finance.

Office Communications And Event Support

• Create employee recognition graphics, flyers, and announcements using content and direction provided by Human Resources.
• Assist with employee photography and preparation of images for company materials and communications.
• Support company events under leadership's direction, including flyer creation, scheduling communications, food arrangements, and event preparation.

Professional Responsibilities

• Handle employee, client, financial, and business information with discretion and maintain confidentiality.
• Monitor recurring tasks and deadlines and complete required follow-up.
• Promptly communicate missing information, anticipated delays, and unresolved matters to the appropriate staff member, and refer competing workload priorities to the Director of Finance & Business Operations.
• Seek clarification when assignment scope, instructions, or approval requirements are unclear.
• Perform other related duties as assigned.

Requirements

Education and Experience

Required Qualifications

• Previous experience in administrative support, customer service, or a related professional role.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational, time management, and prioritization skills.
• Strong attention to detail and accuracy.
• Effective written and verbal communication and interpersonal skills.
• Professional telephone etiquette and the ability to communicate effectively with clients.
• Ability to collaborate across departments and independently manage routine administrative responsibilities.
• Ability to handle confidential and sensitive information with discretion.
• Ability to learn and use business software and follow established procedures.

Preferred Qualifications

• Experience using WordPress or similar website content management platforms.
• Experience using Canva or similar graphic design platforms.
• Previous experience using customer relationship management (CRM) software or similar business management systems.
• Experience supporting marketing activities, including social media content, email campaigns, or promotional materials.
• Previous experience working in an IT service, managed services provider (MSP), or other technology-focused environment.

Prior experience with the company's designated website, design, CRM, and business management platforms listed in this description is not required. Training on these systems and internal processes will be provided.

Compensation and Benefits

• Starting at $19.23/hr, (approximately $40,000 annually)
• Paid time off (PTO)
• BCBS/BCN Health Insurance Options
• Simple IRA - 3% Employer Match
• Annual Clothing Stipend - $100
• Monthly Phone Stipend - $15/month
• Employer paid Life Insurance and Short Term Disability
• Eligible for Bonuses through Recognition and Certification Programs

Benefits are subject to applicable eligibility requirements and plan terms

Working Conditions

• Schedule: Full-time, 40 hours per week, Monday-Friday, 8:00am-4:30pm, including a 30-minute unpaid meal period, with occasional schedule flexibility.
• Overtime expectations: Overtime is not anticipated.
• Physical requirements: Ability to lift up to 30lbs, with or without reasonable accommodation.
• Work environment: In-office, Saginaw, MI. Regular use of computers, telephones, office equipment, and business software
• Travel requirements: Local travel required, primarily using a personal vehicle, with mileage reimbursement for approved business travel. Company vehicles may be available.
• Special conditions or requirements: Ability to pass a background check and driver's record check. Must maintain a valid driver's license and meet company requirements for business driving, including applicable insurance requirements.
• Reporting Structure
• Reports to the Director of Finance & Business Operations.
• The Director of Finance & Business Operations establishes overall workload priorities and resolves competing departmental requests.