Administrative Coordinator

Ultimate Staffing Services; Santa Monica (CA); On-site; USD 37,000 - 39,000; Full time

Job summary

Ultimate Staffing Services in Santa Monica, CA seeks an Administrative Coordinator to support senior leadership within IT and Procurement.

You will manage calendars, coordinate meetings, prepare materials, and maintain documentation while ensuring effective communication across departments.

This onsite role requires strong organizational skills and proficiency with Microsoft 365, with exposure to tools like ServiceNow, Monday.com, DocuSign, Concur, and SAP.

Qualifications

• Experience in administrative, coordinator, or executive support roles.
• Strong organizational and multitasking abilities.
• Attention to confidentiality and detail.
• Proficiency with Microsoft 365 applications.

Responsibilities

• Manage complex calendars and scheduling for leadership.
• Coordinate meetings, prepare materials, and track action items.
• Support communication across IT, Procurement, Finance, Legal, HR, Security, and vendors.
• Route approvals and ensure follow-up on key initiatives.
• Maintain documentation, reports, and project trackers.
• Assist with operational and administrative projects.

Skills

Administrative support

Calendar management

Meeting coordination

Executive communications

Vendor scheduling

Documentation

Cross-functional coordination

Microsoft 365

Onsite work

Tools

ServiceNow

Monday.com

DocuSign

Concur

SAP

Job description

Salary: USD27 - USD28 per hour

Location: Santa Monica, CA

Pay: $27 - $28/hr

Schedule: Monday-Friday | 9:00 AM - 6:00 PM

Work Setting: 100% Onsite

We are seeking a highly organized Administrative Coordinator to support senior leadership within IT and Procurement. This role will be responsible for calendar management, meeting coordination, executive communications, vendor scheduling, documentation, and cross-functional coordination across multiple departments.

Responsibilities

Manage complex calendars and scheduling for leadership.

Coordinate meetings, prepare materials, and track action items.

Support communication between IT, Procurement, Finance, Legal, HR, Security, and external vendors.

Route approvals and ensure timely follow-up on key initiatives.

Maintain documentation, reports, and project trackers.

Assist with operational and administrative projects as needed.

Qualifications

Previous administrative, coordinator, or executive support experience.

Strong organizational and multitasking skills.

High attention to detail and ability to handle confidential information.

Proficiency with Microsoft 365 applications.

Preferred

Experience supporting IT, Procurement, Finance, or Operations teams.

Familiarity with ServiceNow, Monday.com , DocuSign, Concur, SAP, or similar tools.

Experience with process documentation, SOPs, project tracking, or executive meeting preparation.