Administrative Coordinator ZA

simera-talent; San Francisco (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

Simera-Talent is seeking an Administrative Coordinator in San Francisco to oversee daily administrative activities, coordinate information across teams, and keep operations running smoothly. The role emphasizes detail orientation, proactive problem solving, and discreet handling of confidential information in a fast-paced environment.

You'll manage calendars, organize files, prepare reports, assist with onboarding, and liaise with internal and external contacts.

Qualifications

• Experience coordinating schedules, meetings, and administrative processes.
• Strong document management and record-keeping abilities.
• Excellent communication with internal teams and external contacts.
• Ability to work independently and adapt to changing priorities.
• Reliable internet and setup for remote collaboration.

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, and spreadsheets.
• Monitor tasks and deadlines to ensure timely completion.
• Assist with onboarding, team coordination, and administrative processes.
• Handle routine emails and inquiries and direct them appropriately.
• Coordinate meetings, calls, events, and other business activities.
• Assist with invoices, expense tracking, and purchase requests when required.
• Maintain confidentiality and ensure policies are followed.
• Identify process gaps and recommend improvements to increase efficiency.
• Support managers and team members with operational needs.

Skills

Verbal & Written Communication

Organizational Skills

Attention to Detail

Time Management

Multitasking

Problem Solving

Initiative

Confidentiality

Independent Work

Collaboration

Tools

Google Workspace

Microsoft Office

Project Management Tools

Digital Communication Platforms

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.