Administrative Coordinator PY

Simera; San Francisco (CA); Hybrid; USD 65,000 - 85,000; Full time

Job summary

Simera is seeking an organized Administrative Coordinator to oversee daily administrative activities, coordinate information flow, and support multiple teams. The role emphasizes accuracy, discretion, and proactive problem-solving in a fast-paced environment.

The successful candidate will manage schedules, prepare documents, and maintain digital records while ensuring timely, confidential handling of information and smooth cross-team collaboration across remote and local teams.

Qualifications

• Experience in administrative coordination or similar role.
• Ability to manage schedules, documents, and processes for multiple teams.
• Strong written and verbal communication with attention to detail.

Responsibilities

• Coordinate daily administrative activities and support business operations.
• Manage calendars, meetings, appointments, and schedules.
• Coordinate communication between internal teams and external contacts.
• Organize and maintain digital files, documents, records, and databases.
• Prepare, update, and distribute reports, presentations, spreadsheets, and other documents.
• Monitor tasks and deadlines to ensure timely completion.
• Assist with onboarding and team coordination as needed.
• Handle routine emails and inquiries and route to the appropriate person.
• Coordinate meetings, calls, events, and other business activities.
• Assist with invoices, expense tracking, and purchase requests when required.
• Maintain accurate records and proper documentation.
• Identify process gaps and suggest improvements for efficiency.
• Support managers and teams with operational needs.
• Maintain confidentiality when handling sensitive information.
• Ensure procedures and policies are followed consistently.

Skills

Communication skills

Organizational skills

Attention to detail

Time management

Multitasking

Problem-solving

Documentation

Autonomy

Confidentiality

Team coordination

Tools

Google Workspace

Microsoft Office

Job description

We are seeking a highly organized and proactive Administrative Coordinator to oversee administrative activities, coordinate daily operations, and ensure that internal processes run smoothly. The ideal candidate is detail-oriented, resourceful, and capable of managing multiple priorities while coordinating information, schedules, documents, and tasks across different teams.

Responsibilities

• Coordinate daily administrative activities and support business operations.
• Manage calendars, meetings, appointments, and schedules.
• Coordinate communication and information between internal teams and external contacts.
• Organize and maintain digital files, documents, records, and databases.
• Prepare, update, and distribute reports, presentations, spreadsheets, and other documents.
• Monitor administrative tasks, deadlines, and follow-ups to ensure timely completion.
• Assist with onboarding, team coordination, and other internal administrative processes.
• Manage routine emails, requests, and inquiries and ensure they are directed to the appropriate person or team.
• Coordinate meetings, calls, events, and other business activities.
• Assist with invoices, expense tracking, purchase requests, and other administrative processes when required.
• Maintain accurate records and ensure information is properly documented and organized.
• Identify process gaps and recommend improvements to increase administrative efficiency.
• Support managers and team members with operational and administrative needs.
• Maintain confidentiality when handling sensitive company and business information.
• Ensure administrative procedures and company policies are consistently followed.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and coordination abilities.
• Excellent attention to detail and accuracy.
• Strong time-management and prioritization skills.
• Ability to manage multiple tasks and deadlines simultaneously.
• Strong problem-solving and follow-up skills.
• Proficiency with Google Workspace or Microsoft Office.
• Comfortable using calendars, spreadsheets, project management tools, and digital communication platforms.
• Ability to coordinate effectively with multiple teams and stakeholders.
• Strong documentation and record-keeping skills.
• Ability to work independently, take initiative, and adapt to changing priorities.
• Professional and discreet approach when handling confidential information.

Requirements

• Previous experience in administrative coordination, office administration, operations, executive assistance, or a similar role.
• Experience coordinating schedules, meetings, documents, and administrative processes.
• Strong computer and digital skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication and interpersonal skills.
• Ability to work independently and collaborate effectively with remote teams.
• Strong organizational skills and ability to meet deadlines.
• Reliable internet connection and a suitable setup for remote work.
• Professional, proactive, organized, and dependable attitude.
• English proficiency is required if the position involves coordinating with English-speaking teams, clients, or stakeholders.

By applying to this position, we’ll create your Simera Professional Key (SPK) — a unique key that helps you connect with employers, stand out, and secure the right match.