Administrative Coordinator

Beyond Disabilities Inc.; Williamsburg (VA); On-site; USD 28,000 - 33,000; Full time

Benefits offered by this job

Medical/Dental

Paid Time Off

Professional Development Training

Supportive team environment

Career development opportunities

Job summary

Beyond Disabilities is seeking an Administrative Coordinator to support daily office and day program operations with professionalism and care.

This onsite role requires handling client records, intake paperwork, scheduling, and vendor coordination while maintaining strict confidentiality in a fast-paced environment.

Qualifications

• High school diploma or equivalent required.
• Experience in admin, healthcare, human services, or day program preferred.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Valid driver's license and DMV record.
• First Aid/CPR certification required.

Responsibilities

• Serve as first point of contact for clients, families, staff, vendors, and visitors.
• Answer and route calls, monitor voicemail and email, follow up promptly.
• Maintain client records, timesheets, logs, intake documents, and audits.
• Track attendance and processing follow-ups for clients and DSPs.
• Provide admin support to Program Director, CEO, and leaders.
• Coordinate supplies, mail, vendor services, and office readiness.
• Assist with client intake paperwork and audit prep.
• Support scheduling, activities, events, and petty cash docs.
• Maintain confidentiality of client and company information.

Skills

High school diploma or equivalent

Strong organizational skills

Professional verbal and written comms

Work independently in a team

Confidentiality

Multitasking

Follow instructions and communicate to

Education

High school diploma or equivalent

Tools

Microsoft Office

Word

Excel

Outlook

Job description

Company Description

Beyond Disabilities is seeking a dependable, organized, and professional Administrative Coordinator to support the daily administrative operations of the company and its programs. This is an urgent-fill position with an immediate start date for the right candidate.

The Administrative Coordinator will help keep the office, day program, documentation systems, client records, vendor coordination, staff communication, and daily program support functions running smoothly. This role is ideal for someone who is detail-oriented, comfortable working in a human services environment, and able to manage multiple responsibilities throughout the day with professionalism and care.

Administrative Coordinator provides administrative and program support to the Program Director, CEO, DD Specialist, Direct Support Professionals, clients, families, vendors, and visitors. This position serves as a key point of coordination for daily office operations, client and DSP documentation, attendance tracking, intake paperwork, communication, supplies, vendor services, and general program readiness.

This role requires strong organizational skills, confidentiality, patience, professionalism, and the ability to support a busy day program environment serving individuals with disabilities.

Key Responsibilities

The Administrative Coordinator will be responsible for supporting daily office and program operations, including:

• Serve as the first point of contact for clients, families, staff, vendors, and visitors, ensuring professional and respectful communication.
• Answer and route phone calls, monitor voicemail and email, and assist with timely follow-up.
• Prepare, organize, and maintain client records, timesheets, support logs, intake documents, quarterly update materials, and other program-related documentation.
• Track client and DSP attendance, documentation needs, missing forms, and administrative follow-up items.
• Provide administrative support to the Program Director, CEO, DD Specialist, and program leadership.
• Assist with client intake paperwork, audit preparation, file maintenance, and documentation reviews.
• Coordinate office supplies, mail, vendor services, deliveries, and basic facility readiness for the day program.
• Support scheduling, program activities, outings, special events, and approved petty cash documentation as assigned.
• Assist with client and DSP coordination during daily program operations, including arrival, departure, and scheduled activities.
• Maintain confidentiality and handle client, employee, and company information in accordance with company procedures and applicable laws.
• Perform other duties as assigned that are reasonably related to the position, program operations, administrative support, and the needs of the company.

Qualifications

Required Qualifications

• High school diploma or equivalent required.
• Prior administrative, office support, healthcare, human services, disability services, or day program experience preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and shift priorities during the day.
• Professional verbal and written communication skills.
• Ability to interact respectfully with individuals with disabilities, families, staff, vendors, and visitors.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and general office technology.
• Ability to use standard office equipment, including phones, printers, copiers, scanners, and filing systems.
• Ability to maintain confidentiality and handle sensitive client, employee, and company information appropriately.
• Ability to work independently and as part of a team.
• Ability to follow instructions, take initiative, and communicate concerns promptly to leadership.
• Must have a valid Driver's license and current DMV issued Driving Record
• First Aid CPR Certification Required

Preferred Qualifications

• Experience working in a human services, healthcare, Medicaid waiver, disability services, behavioral health, assisted living, or day program environment.
• Experience maintaining client records, support logs, timesheets, intake packets, or audit documentation.
• Experience coordinating vendors, supplies, schedules, or office systems.
• Prior experience supporting program leadership or administrative operations in a regulated service environment.

Additional information

Physical and Working Conditions

This position operates in an office and day program setting and requires regular interaction with clients, staff, families, vendors, and visitors.

The employee must be able to perform the essential functions of the position, with or without reasonable accommodation, which may include:

• Sitting, standing, walking, bending, and moving throughout the program space.
• Using a computer, phone, printer, copier, scanner, and other office equipment.
• Organizing files, stocking supplies, and lifting or moving light office materials.
• Assisting with basic room setup and program readiness.
• Completing local errands as assigned, if applicable.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Conditions of Employment

As a condition of employment, the selected candidate must:

• Become familiar with and comply with Beyond Disabilities’ policies and procedures.
• Maintain strict confidentiality at all times.
• Maintain a valid driver’s license and satisfactory driving record.
• Successfully complete criminal history and Central Registry background investigations.

Work Schedule and Start Date

• Monday through Friday, 8:00 AM – 5:00 PM
• Onsite position

This is an urgent-fill position with an immediate start date. Candidates who are available to begin quickly are strongly encouraged to apply.

Why Join Beyond Disabilities

Our team is committed to ensuring individuals receive high-quality, compliant services that support independence and well-being.

Equal Employment Opportunity Statement

Beyond Disabilities is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, marital status, or any other status protected by applicable federal, state, or local law.

Beyond Disabilities is committed to providing a workplace free from discrimination, harassment, and retaliation.

ADA and Reasonable Accommodation Statement

Beyond Disabilities complies with the Americans with Disabilities Act and other applicable disability-related laws. Qualified individuals with disabilities are encouraged to apply.

Applicants who need a reasonable accommodation during the application or interview process may request assistance by contacting the company directly.

Compensation & Benefits

Salary: $19.70 - $23.56

• Medical/Dental
• Paid Time Off
• Professional Development Training
• A supportive team environment
• The opportunity to build a career within the company