Administrative Coordinator

NCCM COMPANY; Town of River Falls (WI); On-site; USD 42,000 - 62,000; Full time

Job summary

NCCM COMPANY is seeking an Administrative Coordinator to provide cross-functional administrative support across HR, Finance, Marketing, and executive offices in Wisconsin. The role emphasizes confidentiality, initiative, and effective teamwork.

The position requires strong organization, communication, and technology skills, with the ability to handle multiple priorities and assist owners and managers on diverse projects. Proficiency in Microsoft 365 and Paychex is essential.

Qualifications

• Strong organizational skills and ability to manage multiple priorities.
• Discretion and handling of confidential information.
• Proficient with Microsoft 365 suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive).
• Experience supporting HR, Finance, Marketing, and executives is a plus.

Responsibilities

• Assist with recruitment processes including interviewing coordination and onboarding.
• Support HR communications, benefits, PTO, policies, and documentation.
• Maintain confidential employee records and assist with performance reviews.
• Provide administrative support to managers and leadership with travel, scheduling, and correspondence.

Skills

Organization

Communication

Confidentiality

Microsoft 365

Tools

Paychex

Excel

PowerPoint

Teams

SharePoint

OneDrive

Outlook

Job description

Position Summary

The Administrative Coordinator is a highly skilled, trusted administrative professional who provides cross‑functional support to HR/Employee Relations, Finance, Marketing, Office Administration, company managers, and NCCM's owners.

This position requires exceptional organization, communication, confidentiality, initiative, insight, foresight, technology skills, and follow‑through. The Administrative Coordinator must be an excellent team player with a flexible, business‑first attitude and a willingness to provide support wherever reasonably needed throughout the organization.

The position operates with considerable independence in completing administrative responsibilities while escalating decisions requiring management approval or authority.

Key Responsibilities

• Assist with recruiting, interviewing coordination, onboarding, offboarding, employee records, and performance review administration.
• Support employee communications, benefits, PTO, policies, handbook updates, and employeerelated documentation.
• Maintain confidential employee and personnel information.
• Provide administrative support to managers and Employee Relations leadership.

Payroll, Paychex & Benefits

• Support Paychex processes, including payroll preparation, data entry, verification, and approved employee changes.
• Assist with benefits, 401(k), HSA, PTO, eligibility tracking, and employee enrollment.
• Research discrepancies and coordinate with Paychex representatives as needed.
• Maintain recurring payroll and benefit schedules, documentation, and checklists.

Finance Support

• Assist and provide backup support accounts payable, accounts receivable, invoicing, billing, expenses, and credit card documentation.
• Prepare spreadsheets, reports, reconciliations, and supporting financial documentation.
• Assist with monthend and yearend information preparation.
• Research discrepancies and elevate matters requiring Finance leadership approval.

Marketing & Office Support

• Assist the Marketing team with projects, communications, events, schedules, materials, and administrative coordination.
• Support managers with reports, presentations, meetings, correspondence, scheduling, and special projects.
• Maintain organized records, procedures, calendars, files, and administrative systems.
• Coordinate with employees, customers, vendors, and outside business partners as appropriate.

Owner & Executive/leadership Support

• Provide highly confidential administrative support directly to NCCM's owners.
• Assist with scheduling, travel, appointments, correspondence, research, documentation, and special projects.
• Handle sensitive company, financial, ownership, and personal information with exceptional discretion.
• Complete reasonable business and occasional personal errands or administrative requests for the owners.
• Maintain appropriate confidentiality and organization of company and personal information.

Core Expectations

• NCCM Culture: Bring a teamfirst attitude, strong work ethic, accountability, integrity, and a commitment to quality, service, and doing what is best for NCCM and our customers.
• Be an exceptional team player who is willing to step in and help where needed.
• Anticipate needs and demonstrate insight and foresight, rather than simply waiting for assignments.
• Communicate professionally and effectively at all levels of the organization.
• Demonstrate excellent organization, accuracy, judgment, and follow‑through.
• Manage multiple priorities and support multiple managers and departments.
• Maintain the highest level of confidentiality and discretion.
• Be highly proficient with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive, as well as Paychex and other business applications used by NCCM.
• Learn new systems, applications, and processes as business needs evolve.
• Identify problems, research information, recommend solutions, and know when management involvement is required.
• Maintain a positive, professional, flexible, and serviceoriented approach.

Authority & Decision-Making

The Administrative Coordinator is expected to take ownership of administrative execution, organization, coordination, documentation, communication, and follow‑through.

The position does not independently make management decisions regarding hiring, termination, discipline, compensation, benefits, company policy, payroll approval, significant financial matters, or other matters requiring leadership authorization.

Position Philosophy

The Administrative Coordinator is a trusted, high‑functioning business support professional who helps NCCM's managers, teams, and owners remain organized, informed, prepared, and effective.

The expectation is to anticipate needs, take initiative, support the team, protect confidential information, solve routine problems, and follow responsibilities through to completion.