Administrative & Operations Coordinator

Talentify; Wilsonville (AL); On-site; USD 57,308,000 - 71,635,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Time Off/Leave (PTO, Vacation or Sick)

Employee Assistance Program

Job summary

Talentify is seeking an Administrative Associate to provide comprehensive administrative and operational support across business units. This role coordinates office activities, maintains records, prepares reports, and ensures efficient processes in a fast-paced environment.

You will serve as a point of contact for employees and vendors, handling documentation, travel logistics, meetings, and data analysis to support leadership and organizational initiatives.

Qualifications

• High school diploma or equivalent.
• Experience coordinating meetings, travel, calendars, and report preparation.
• Strong proficiency in Microsoft Office applications, including word processing, spreadsheets, presentations, and email.
• Demonstrated ability to handle sensitive information with discretion and maintain confidentiality.
• Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
• High attention to detail and accuracy in documentation, recordkeeping, and data entry.
• Ability to make sound administrative and procedural decisions within established guidelines.
• Strong written and verbal communication skills for interacting with diverse stakeholders and preparing professional documents.
• Proficiency in creating, editing, and maintaining documents, reports, and presentations.
• Strong problem-solving skills and a customer service mindset when addressing inquiries and resolving issues.
• Ability to build effective working relationships across all levels of the organization.
• Demonstrated professionalism, integrity, and accountability in daily work.
• Ability to work collaboratively as a team member while supporting organizational goals.
• Commitment to safety, compliance, and continuous improvement in administrative processes.

Responsibilities

• Provide proactive administrative support to assigned departments and leadership teams to ensure smooth day-to-day operations.
• Maintain employee attendance and timekeeping records, and generate related reports with accuracy and timeliness.
• Process expense reports, assist with reimbursement activities, and ensure documentation complies with established procedures.
• Manage physical and electronic filing systems and maintain organized, up-to-date records for easy retrieval.
• Order and maintain office supplies and equipment, monitoring inventory levels and coordinating replenishments as needed.
• Coordinate travel arrangements and related logistics, including transportation, accommodations, and itineraries.
• Schedule meetings, coordinate calendars, and prepare meeting materials, agendas, and minutes as required.
• Gather, compile, and analyze data to prepare clear and accurate reports, presentations, and other business documents.
• Maintain records retention and document management processes in accordance with organizational standards and policies.
• Support organizational safety, compliance, and business initiatives by following established procedures and documentation requirements.
• Coordinate communication with vendors and service providers regarding office equipment, maintenance, and administrative services.
• Assist with employee programs, recognition activities, and departmental events by coordinating logistics and communications.
• Support workforce administration activities, including leave tracking, personnel documentation, and related recordkeeping.
• Review and verify documentation for accuracy, completeness, and compliance with established guidelines.
• Provide backup support for administrative functions across departments as needed to ensure continuity of operations.
• Deliver excellent customer service to internal and external stakeholders by responding promptly and professionally to inquiries and requests.
• Build and maintain positive working relationships with colleagues, leadership, vendors, and other stakeholders.
• Demonstrate flexibility and adaptability by taking ownership of assignments and following through to completion, even in a changing work environment.

Skills

High school diploma

Meeting coordination

Microsoft Office

Confidentiality

Org & time management

Attention to detail

Decision making

Communication skills

Document creation

Problem solving

Relationship building

Professionalism & integrity

Team collaboration

Safety & compliance

Education

Associate degree or relevant certification

Tools

Timekeeping systems

Job description

Talentify is seeking an Administrative Associate to provide comprehensive administrative and operational support across business units. This role coordinates office activities, maintains records, prepares reports, and ensures efficient processes in a fast-paced environment.

You will serve as a point of contact for employees and vendors, handling documentation, travel logistics, meetings, and data analysis to support leadership and organizational initiatives.