Administrative Coordinator- Materials Management

Andrews Institute; Pensacola, Northern (FL, KY); Hybrid; USD 36,000 - 42,000; Full time

Job summary

Baptist Health Care is seeking an Administrative Coordinator- Materials Management in Pensacola, FL to support the Executive Director and directors. The role handles calendars, meeting materials, travel, and correspondence while safeguarding confidential information.

You will collaborate across departments to optimize time and resources. Ideal candidates have a High School Diploma and at least two years of administrative support experience, with strong communication and organizational skills.

Qualifications

• High School Diploma or Equivalent Required
• 2 years administrative support experience Required

Responsibilities

• Oversees administrative operations, including office management, mail handling, supplies, procurement, division timekeeper and related vendor coordination.
• Serves as the primary point of contact for internal and external inquiries; screen, prioritize, route, and scale calls, visits, and correspondence as appropriate.
• Prepares, distributes, and maintains meeting documentation, including agendas and minutes for division, committee, and special meetings.
• Manages calendars and scheduling, including meetings, travel, conferences, and department activities; prepare agendas, materials, and presentations.
• Drafts, proofreads, and manages correspondence, reports, presentations, and business documents; ensure accuracy, clarity, and proper file maintenance.
• Provides research and administrative support for special projects, including gathering, analyzing and presenting information that impacts organization operations.
• Oversees and manages corporate gas cards, including issuance, usage tracking, and problem resolution.
• Oversees and manages corporate office supply and Amazon procurement, including PO order placement, issue resolution and tracking.
• Coordinates renewal of corporate vehicle registration and tags in accordance with required renewal cycles (every 1-2 years).
• Maintains efficient utilization of all resources.
• Maintains a valid driver’s license and satisfactory driving record.

Skills

Calendar management

Administrative support

Vendor coordination

Communication

Attention to detail

Confidentiality

Education

High School Diploma or Equivalent

Job description

Administrative Coordinator- Materials Management

Pensacola, FL, United States

Job Description

The Administrative Coordinator provides assistance and support to the Executive Director, other directors and as staff as assigned. The position is responsible for calendars, anticipates and addresses the needs to maximize use of time. This includes balancing commitment, obligations and commitments to ensure their use of time is efficient and effective. This position will demonstrate personal characteristics that include: a professional demeanor, integrity, and a strong work ethic. This position maintains confidentiality of all protected health and sensitive information.

Responsibilities

• Oversees administrative operations, including office management, mail handling, supplies, procurement, division timekeeper and related vendor coordination.
• Serves as the primary point of contact for internal and external inquiries; screen, prioritize, route, and scale calls, visits, and correspondence as appropriate.
• Prepares, distributes, and maintains meeting documentation, including agendas and minutes for division, committee, and special meetings.
• Manages calendars and scheduling, including meetings, travel, conferences, and department activities; prepare agendas, materials, and presentations.
• Drafts, proofreads, and manages correspondence, reports, presentations, and business documents; ensure accuracy, clarity, and proper file maintenance.
• Provides research and administrative support for special projects, including gathering, analyzing and presenting information that impacts organization operations.
• Oversees and manages corporate gas cards, including issuance, usage tracking, and problem resolution.
• Oversees and manages corporate office supply and Amazon procurement, including PO order placement, issue resolution and tracking.
• Coordinates renewal of corporate vehicle registration and tags in accordance with required renewal cycles (every 1-2 years).
• Maintains efficient utilization of all resources.
• Maintains a valid driver’s license and satisfactory driving record.

Qualifications

• High School Diploma or Equivalent Required
• 2 years administrative support experience Required

About Us

Baptist Health Care is a not-for-profit health care system committed to improving the quality of life for people and communities in northwest Florida and south Alabama. The organization includesthree hospitals, four medical parks,Andrews Institute for Orthopaedic & Sports Medicine, and an extensive primary and specialty care provider network. With more than 4,000 team members, Baptist Health Care is one of the largest non-governmental employers in northwest Florida.

Baptist Health Care, Inc. is an Equal Opportunity Employer. BHC maintains and enforces a policy that prohibits discrimination against any workforce members or applicants for employment because of sex, race, age, color, disability, marital status, national origin, religion, genetic information, or other category protected by federal, state or local law. Certain positions may require a Level 2 Background check through AHCA. Additional information about this requirement can be found here: Florida Care Provider Background Screening Clearinghouse

Job Info

• Job Identification 10788
• Job Category Clerical
• Posting Date 09/02/2026, 09:03 PM
• Locations 123 Baptist Way, Pensacola, FL, 32503, US
• Job Schedule Full time
• Job Shift Day
• FTE 1.0 FT