Administrative Coordinator - Scheduling, Travel & HR Support

hfp-maine; Lewiston, Northern (ME, KY); Hybrid; USD 28,000 - 41,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Paid holidays

Paid training

Vision & dental insurance

Employer paid life insurance

Job summary

Hope Family Partners is seeking an Administrative Assistant to support all departments in the main office. The role handles a wide range of clerical tasks, from answering calls and greeting visitors to managing records, scheduling travel, and assisting with Paylocity.

The position requires strong communication, organization, and customer service skills, with a focus on independent work and accuracy. Hours are Mon-Fri, 8am-4pm, with benefits including health insurance and PTO.

Qualifications

• High School Diploma or GED required or equivalent.
• Minimum of two years in an administrative support role preferred.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite.
• Strong organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently and meet deadlines.
• Must pass a background check through the Maine Background Check Center.
• Valid Maine Driver's License and authorization to work in the United States.

Responsibilities

• Answers and transfers phone calls, screening when necessary.
• Welcomes and directs visitors and clients.
• Maintains filing systems as assigned.
• Retrieves information from records, email, and minutes; prepares summaries.
• Responds to and resolves administrative inquiries.
• Coordinates and schedules travel, meetings, and appointments for leadership.
• Prepares agendas and schedules for meetings.
• Records and distributes meeting minutes or records.
• Maintains office supplies and coordinates equipment maintenance.
• Provides Paylocity support (password resets, expense requests).
• Scans and files training and confidential documents into Paylocity.
• Supports the training department with coordination and scheduling of classes.
• Supports HR with reference and background checks.
• Keeps social media platforms up to date with engaging content.
• Performs other related duties as assigned.

Skills

Verbal communication

Written communication

Interpersonal skills

Customer service

Microsoft Office

Organizational skills

Attention to detail

Recordkeeping

Filing

Independent work

Background check

Driver's license

Work authorization

Education

High School Diploma or GED

Tools

Paylocity

Job description

Hope Family Partners is seeking an Administrative Assistant to support all departments in the main office. The role handles a wide range of clerical tasks, from answering calls and greeting visitors to managing records, scheduling travel, and assisting with Paylocity.

The position requires strong communication, organization, and customer service skills, with a focus on independent work and accuracy. Hours are Mon-Fri, 8am-4pm, with benefits including health insurance and PTO.