Administrative Coordinator

Equiliem; Waltham (MA); Hybrid; USD 28,000 - 41,000; Full time

Job summary

Equiliem is seeking an Administrative Coordinator in Waltham, MA for a hybrid role (1-2 days on site). The position involves administrative support, data management, and KPI reporting for trade compliance and import activities.

The role requires strong Excel skills, research ability, and cross-functional collaboration in a data-driven environment. The ideal candidate will be organized, detail-oriented, and comfortable handling documentation and ITAR requirements on day one.

Qualifications

• High school diploma or equivalent required.
• Bachelor's degree preferred.
• Experience in administrative support and data management.
• Familiarity with trade compliance and import-related processes.
• Ability to provide ITAR documentation on the first day of employment.
• Strong Excel data extraction, organization, and reporting.
• Strong research and analytical skills.
• Ability to develop and maintain KPI reports and tracking tools.
• Strong organizational and communication skills.

Responsibilities

• Provide general administrative support, including routing documents for signatures, scheduling meetings, managing calendars, and coordinating meeting logistics.
• Prepare presentations, reports, correspondence, and other administrative materials as needed.
• Support office management activities, including ordering supplies and managing mail and other routine administrative needs.
• Use Microsoft Excel to extract, organize, analyze, and report data.
• Conduct research, gather information, and compile data from internal and external sources.
• Develop and maintain KPI reports, trackers, and supporting documentation.
• Support duty drawback activities by gathering, organizing, and maintaining required information and documentation.
• Assist with trade compliance and import-related administrative processes.
• Maintain accurate records and documentation in accordance with established procedures.
• Collaborate with internal teams to gather information and support business initiatives.
• Perform other administrative and operational duties as assigned.

Skills

Administrative support

Data analysis

Research

Information gathering

KPI reporting

Microsoft Excel

Written & verbal communication

Time management

Cross-functional collaboration

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Excel

Job description

Administrative Coordinator
Waltham, MA (Hybrid - 1-2 days on site)
Pay: $20.41 - $30.00 per hour
26-09186

Job Summary

The Administrative Coordinator provides administrative, data management, and operational support for trade compliance and import-related activities. This role is responsible for coordinating administrative processes, conducting research, gathering and extracting information, preparing reports and presentations, and supporting key performance indicator (KPI) reporting and duty drawback initiatives. The ideal candidate is organized, detail-oriented, and comfortable working with data, documentation, and cross-functional teams in a hybrid work environment.

Job Responsibilities

• Provide general administrative support, including routing documents for signatures, scheduling meetings, managing calendars, and coordinating meeting logistics.
• Prepare presentations, reports, correspondence, and other administrative materials as needed.
• Support office management activities, including ordering supplies and managing mail and other routine administrative needs.
• Use Microsoft Excel to extract, organize, analyze, and report data.
• Conduct research, gather information, and compile data from internal and external sources.
• Develop and maintain KPI reports, trackers, and supporting documentation.
• Support duty drawback activities by gathering, organizing, and maintaining required information and documentation.
• Assist with trade compliance and import-related administrative processes.
• Maintain accurate records and documentation in accordance with established procedures.
• Collaborate with internal teams to gather information and support business initiatives.
• Perform other administrative and operational duties as assigned.

Job Requirements

• Relevant experience in administrative support, data analysis, research, information gathering, or a related field.
• Familiarity with trade compliance and import-related processes.
• Ability to provide required ITAR documentation on the first day of employment.
• Intermediate proficiency with Microsoft Excel, including data extraction, organization, and reporting.
• Strong research, information-gathering, and analytical skills.
• Ability to develop and maintain KPI reports and tracking tools.
• Strong organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and work effectively with minimal supervision.
• Experience in the import industry is preferred.

Education

• High school diploma or equivalent required.
• Bachelor's degree preferred.

About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

We offer a comprehensive benefits package to our employees, which includes:

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

Future Communication Consent

By applying, you are providing consent for Equiliem to engage with you via phone calls, AI-generated calls, AI-generated text messages, standard text messages, and/or emails to share job opportunities. Consistent with our Privacy Policy, information obtained will not be shared with third parties for marketing or promotional purposes. Message frequency may vary for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You may reply STOP to cancel or HELP for assistance.

EEO Employer

Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [emailprotected] or [phone].