Administrative Support Coordinator

Black Label Services Inc; Fort Collins (CO); On-site; USD 24,796 - 33,062; Full time

Job summary

Black Label Services Inc. is seeking an Administrative Assistant to support the project management lifecycle, including documentation, data entry, and coordination with project partners in Fort Collins.

You will handle front desk duties, manage mail and office supplies, maintain records, assist with vendor relationships, and provide professional information to visitors and staff.

Qualifications

• High school diploma or equivalent; further training in office management is a plus.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel) and general office software.
• Excellent organizational and multitasking abilities; strong written and verbal communication.
• Experience in front office, data entry, or administrative support.
• Professional appearance and proactive problem-solving.

Responsibilities

• Provide support throughout the project management lifecycle, including documentation and tracking.
• General data entry to vendor and project sites with accuracy and in a timely manner.
• Update insurance, expenses, and business information to project management platforms.
• Coordinate with project partners through pre-qualification and administrative functions.
• Manage vendor relationships related to office services and supplies.
• Maintain office records, mail distribution, and keep spaces stocked.
• Greet visitors and provide accurate information in person and via phone/email.

Skills

Administrative experience

MS Office proficiency

Communication skills

Organizational skills

Time management

Education

High school diploma or equivalent

Office management training beneficial

Tools

Microsoft Office Suite

Job description

Description

• Provide support throughout the project management lifecycle, including documentation and tracking.
• General data entry to vendor and project sites with accuracy and in a timely manner.
• Update insurance, expenses, and business information to project management platforms.
• Preform pre-qualification and administrative functions to coordinate with project partners.
• Manage vendor relationships related to office services and supplies.
• Keep updated records of office expenses and costs.
• Create a welcoming and professional first impression on behalf of the company.
• Provide basic and accurate information in person and via phone/email.
• Direct in-person visitors and phone calls to the appropriate person and office.
• Ensure all work areas and communal spaces are well-maintained and stocked.
• Receive, sort, and distribute daily mail and deliveries.
• Maintain office security by following safety procedures and controlling access (e.g., monitor logbook, issue visitor badges).
• Perform other clerical duties such as filing, photocopying, transcribing, and faxing.

Requirements

QUALIFICATIONS

• Proven work experience as an Administrative Assistant, Front Office Representative, Data Entry Clerk or similar role.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and general office software systems.
• Hands-on experience with office equipment (e.g., printers, scanners, & fax machines).
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks while remaining attentive to visitor needs.
• Handles sensitive company information responsibly and ethically.
• Demonstrates initiative in identifying and resolving administrative issues.

Education, Experience, Certifications

• High school diploma or equivalent; further training in office management is beneficial.
• Previous experience in a front office, customer focused responsibility is preferred but not required.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to lift and move up to 25 pounds occasionally (office supplies, materials, etc.).