Administrative Coordinator

NightOwl Consulting; United States; Remote; USD 42,000 - 64,000; Full time

Benefits offered by this job

Above market salary

HMO on Day 1 for principal & 2 depend.

Government-mandated benefits

Performance-based incentives

Quarterly company events

Career growth training

Great company culture

Equipment & software provided

Job summary

NightOwl Consulting is seeking an Administrative Coordinator to streamline daily operations, manage emails and calendars, and support timekeeping and reporting. The role involves organizing files, maintaining lead data, and preparing routine expenses and procurement tasks.

You will also compile reports and support CRM accuracy across teams. Applicants should demonstrate strong organizational skills, reliability, and the ability to work independently in a fast-paced environment, with proficiency

Qualifications

• Proven experience in an administrative or coordinator role.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Ability to work independently with minimal supervision.
• Proficiency with Microsoft Office Suite and calendar tools.

Responsibilities

• Email management: monitor, respond, and organize important correspondence.
• Calendar management: schedule meetings and events with reminders.
• Voicemail handling and follow-up communications.
• Set appointments with clients, prospects, and partners.
• Prepare and distribute daily and monthly reports.
• Maintain and analyze lead tracking spreadsheets.
• Order weekly office supplies and manage procurement.
• Assist in preparing and submitting expense reports.
• Enter and process weekly timecards.
• Create realtor lists for loan officers and update PTO calendar.
• Manage the team CRM for data accuracy and updates.

Skills

Administrative experience

Organizational skills

Time management

Communication skills

Self-motivation

Independence

Tools

Microsoft Office Suite

Job description

We are seeking a skilled and organized Administrative Coordinator to join our team and provide essential support to our operations. This role requires a detail-oriented individual with strong communication and time management skills. The ideal candidate will be proficient in managing various administrative tasks efficiently and effectively.

Key Responsibilities

• Email Management: Monitor and respond to emails promptly, prioritizing messages and flagging important correspondence for attention. Organize and maintain email folders, ensuring that messages are appropriately archived for easy access.
• Calendar Management: Schedule and coordinate appointments, meetings, and events for team members, utilizing calendar software to manage schedules efficiently. Send reminders and confirmations for appointments to ensure attendance and minimize conflicts.
• Managing Voicemails: Retrieve and respond to voicemail messages in a timely manner, forwarding urgent messages to the appropriate recipients. Maintain an organized system for tracking and following up on voicemail communications.
• Setting Appointments: Assist in scheduling appointments and consultations with clients, prospects, and partners, coordinating availability between parties. Communicate appointment details and confirmations to all relevant stakeholders.
• Send Daily and Monthly Reports: Compile and distribute daily and monthly reports summarizing key metrics, activities, and achievements. Ensure reports are accurate, well-presented, and delivered on schedule to relevant stakeholders.
• Manage and Update Lead Tracking Spreadsheets: Maintain lead tracking spreadsheets, entering new leads, updating status changes, and recording relevant information. Regularly review and analyze lead data to identify trends and opportunities for optimization.
• Order Weekly Office Items: Coordinate the procurement of office supplies and other essential items on a weekly basis, ensuring adequate stock levels and timely delivery.
• Expense Reports: Assist team members in preparing and submitting expense reports, reviewing receipts and documentation for accuracy and compliance with company policies.
• Entering Weekly Timecards: Collect and process weekly timecards from team members, accurately recording hours worked and any relevant time‑off requests.
• Create Realtor Lists for LO’s: Generate and update lists of realtors for Loan Officers (LOs), providing them with accurate and relevant contact information.
• Create a Monthly PTO Calendar: Develop and maintain a monthly calendar to track and manage employee Paid Time Off (PTO) requests and availability.
• Manage the Team's CRM: Oversee the Customer Relationship Management (CRM) system, ensuring data accuracy, organization, and regular updates.

Skills, Knowledge, and Expertise

• Proven experience in an administrative or coordinator role, preferably in a fast-paced environment.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and calendar management software.
• Attention to detail and accuracy in data entry and record-keeping.
• Ability to work independently with minimal supervision and collaborate effectively within a team environment.

Benefits

• Above market salary
• HMO on Day 1 for principal and two dependents
• Government-mandated benefits
• Performance-based Incentives
• Quarterly Company Events
• In-depth training for career growth
• Great Company Culture and HR experience
• 1,000 PHP De Minimis Equipment and software provided