Administrative Coordinator VE

Simera; San Francisco (CA); On-site; USD 58,000 - 82,000; Full time

Job summary

Simera is seeking a highly organized Administrative Coordinator to oversee daily operations, coordinate information across teams, and ensure that internal processes run smoothly in a fast-paced setting.

The ideal candidate will manage calendars, communications, and documentation, maintain accurate records, assist with onboarding, invoicing, and reporting, and uphold confidentiality across sensitive information.

Qualifications

• Proven experience in administrative coordination or office administration.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication.
• Proficient with calendars, spreadsheets, and document management.
• Experience coordinating with remote teams is a plus.

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 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.

Skills

Communication

Organizational skills

Time management

Prioritization

Task management

Problem solving

Google Workspace

Microsoft Office

Calendar management

Documentation

Independent work

Discretion

Remote collaboration

Stakeholder coordination

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.