ADMINISTRATIVE COORDINATOR - GENERAL CLERK 3 - Small Business Office Support

Southwest Research Institute; San Antonio (TX); On-site; USD 40,000 - 54,000; Full time

Benefits offered by this job

First paycheck incentive

Job summary

Southwest Research Institute in San Antonio, TX, is seeking an experienced administrative professional to support the Small Business Office (SBO). You will assist with reporting, document management, and stakeholder coordination to advance Purchasing Department initiatives.

The role requires strong Microsoft Office and Adobe Acrobat skills, attention to detail, and the ability to manage calendars and multiple tasks.

Qualifications

• High school diploma or equivalent; business coursework or related associate’s degree desirable.
• Four+ years using Word, Excel, Outlook and Adobe Acrobat with strong grammar and office practices.
• Excellent organizational skills; ability to manage multiple tasks and deadlines.
• Valid driver's license required.

Responsibilities

• Provide administrative support to the SBO to advance Purchasing Department initiatives.
• Analyze, interpret, and present data to management or in team settings.
• Coordinate actions, deadlines, and calendars; document meeting notes and training records.
• Assist with event logistics, outreach forecasts, and post-event tasks.
• Utilize SBA Dynamic Business Search, SAM.gov, USASpending, and NAICS for market research.
• Perform other duties as assigned.

Skills

Organizational skills

Attention to detail

Communication skills

Microsoft Office

Education

High school diploma or equivalent

Business coursework or associate’s degree (desirable)

Tools

Microsoft Office Suite (Word, Excel, Outlook)

Adobe Acrobat

Job description

The Small Business Office (SBO) promotes small business utilization, assists purchasing personnel, provides contract compliance reporting, and interacts with internal and external stakeholders. The SBO is under the Program Compliance Group of the Purchasing Department. By joining our team, you will receive $500 on your first paycheck minus applicable taxes.

Role Objectives

• Provide administrative support to the Small Business Office (SBO) to help achieve SwRI's Small Business goals and advance Purchasing Department initiatives.
• Develop a solid understanding of the Purchasing Policies and Procedures and act using personal judgment within defined levels of responsibility.
• Engage with internal and external stakeholders while demonstrating strong interpersonal skills, excellent communication, a positive attitude, and resourcefulness in addressing needs and resolving issues.
• Support outreach planning, maintain customer management databases, and assist with inbox/calendar management as required.
• Manage time effectively, redirect efforts quickly, make decisions, and prioritize tasks.
• Create, edit, and review documents and manage records in various SBO filing systems.
• Maintain strong attention to detail.

Daily and Monthly Responsibilities

• Utilize various internal and external systems to support weekly, monthly, semi-annual, and annual reporting requirements.
• Analyze, interpret, and present data to management or in team settings.
• Coordinate actions and deadlines for tasks, communicate directly with management, record meeting and training notes, and assist in organizing multiple active calendars and schedules; housekeeping and archiving of SBO repositories.
• Assist in event logistics within SBO, including agenda preparation, coordination of meeting location, catering, and travel arrangements.
• Assist in creating preliminary outreach forecasts, tracking budgetary spending and event documentation requirements, and coordinating tasks post-event.
• Utilize small business-related websites such as SBA Dynamic Business Search, SAM.gov, USASpending, and NAICS to perform small business market research.
• Perform other duties as assigned or directed.

Requirements

• Requires a high school diploma or equivalent; business coursework or a related associate’s degree is desirable.
• Four or more years of experience in Microsoft Office suite (Word, Excel, Outlook) and Adobe Acrobat.
• Four or more years of experience with correct grammar, spelling, punctuation, office practices, procedures, and the ability to follow instructions and operate standard office equipment.
• Four or more years of demonstrated strong organizational skills, managing multiple tasks, deadlines, and priorities effectively.
• Experience or knowledge of FAR 52.219‑8, FAR 52.219‑9, and FAR Part 19 and contract compliance reporting is a plus.
• A valid and clear driver's license is required.

Special Requirements and Job Locations

Job Location: San Antonio, Texas.

For benefits information at our San Antonio location, click here.

For benefits information at all other locations, click here.