Administrative Coordinator — Multi-Business Office

Ontario Trillium Foundation; Forktown (TN); On-site; USD 42,000 - 60,000; Full time

Job summary

Ontario Trillium Foundation is seeking an Administrative Coordinator to manage paperwork, records, and day-to-day office operations across multiple entities. The role ensures documents remain accurate, organized, and compliant, supporting ownership and management.

The position emphasizes meticulous data entry, calendar management, and coordinating with accountants, attorneys, vendors, and agencies to keep each business properly aligned and documented.

Qualifications

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• 2+ years administrative or office management experience.
• Experience supporting multiple businesses or departments is a plus.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Proficiency in Word, Excel, Google Workspace, and office tools.
• Ability to prioritize tasks and meet deadlines independently.
• Professional communication and interpersonal skills.

Responsibilities

• Manage, organize, and maintain files for multiple businesses.
• Prepare, scan, file, and archive contracts, invoices, permits, licenses, and legal documents.
• Track renewals, expiration dates, and compliance deadlines.
• Support audits, inspections, and document requests.
• Assist ownership and managers with administrative tasks.
• Draft letters, forms, internal memos, and reports.
• Manage calendars, appointments, and reminders.
• Handle incoming and outgoing mail, emails, and courier packages.
• Maintain separate records for each business entity.
• Coordinate with accountants, attorneys, vendors, and government agencies.
• Ensure documentation is correctly assigned to the appropriate business.
• Enter and maintain data in spreadsheets and company systems.
• Maintain trackers for expenses, payroll documents, contracts, and compliance items.
• Prepare basic administrative reports as requested.
• Handle sensitive and confidential information responsibly.
• Follow company policies and compliance requirements.
• Maintain accuracy and attention to detail at all times.

Skills

Office management

Time management

Communication skills

Attention to detail

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

Google Workspace

Job description

Ontario Trillium Foundation is seeking an Administrative Coordinator to manage paperwork, records, and day-to-day office operations across multiple entities. The role ensures documents remain accurate, organized, and compliant, supporting ownership and management.

The position emphasizes meticulous data entry, calendar management, and coordinating with accountants, attorneys, vendors, and agencies to keep each business properly aligned and documented.