Corperate Administrative Coordinator

Promenade Senior Living; Village of Tuxedo Park (NY); On-site; USD 50,000 - 60,000; Full time

Job summary

Promenade Senior Living is seeking a Corporate Administrative Coordinator in New York to support daily administrative, financial, HR, payroll, and operational needs. You will handle payroll processing, maintain HR records, manage vendor relationships, and produce reports for leadership.

The role emphasizes organization, confidentiality, and proactive problem-solving across accounting, HR, and office operations.

Qualifications

• 2+ years in administrative, accounting, payroll, HR, or office management.
• Strong QuickBooks proficiency and payroll familiarity.
• Experience with HR records and confidentiality.

Responsibilities

• Support payroll processing accurately and on time.
• Manage payroll data, time records, deductions, and reimbursements.
• Assist with onboarding/offboarding and HR paperwork.
• Maintain employee files and confidential records.
• Coordinate accounts payable/receivable and vendor management.
• Prepare reports, spreadsheets, and management documents.
• Support recruiting efforts and job postings.

Skills

Organizational skills

Time management

Attention to detail

Professional communication

Confidentiality handling

Education

AA or BA in Business Admin / Accounting / HR or related field

Tools

QuickBooks

Microsoft Excel

Microsoft Word

Job description

Position Summary We are seeking a highly organized, detail-oriented, and dependable Corporate Administrative Coordinator to support the day-to-day administrative, financial, human resources, payroll, and operational needs of the company. The Corporate Administrative Coordinator will work closely to ensure the company's administrative operations run efficiently and professionally.

Key Responsibilities

Accounting & Vendor Management

• Maintain accurate financial and administrative records in QuickBooks. Enter and maintain invoices, bills, payments, expenses, and other financial transactions. Assist with accounts payable and accounts receivable activities. Follow up on resident billing inquiries and reconciliations. Reconcile accounts and research discrepancies as needed. Prepare reports and spreadsheets for management. Maintain organized financial documentation, receipts, invoices, and supporting records. Review vendor invoices for accuracy and proper approval.
• Monitor vendor accounts, contracts, renewals, and service agreements.

Human Resources & Payroll Administration

• Coordinate and process company payroll accurately and on a timely basis.
• Collect and review employee time records and payroll information.
• Verify hours, overtime, PTO, deductions, reimbursements, and other payroll-related information.
• Assist with payroll-related reporting and documentation.
• Assist with new employee onboarding and offboarding.
• Maintain employee personnel files and confidential HR records.
• Assist with employee benefits administration and employee inquiries.
• Assist management with HR correspondence, documentation, and employee communications.
• Support recruiting activities, including job postings, interview scheduling, and candidate communications.

Corporate Administration

• Coordinate daily administrative operations and office activities.
• Prepare reports, presentations, spreadsheets, correspondence, and other documents.
• Maintain electronic and physical filing systems.
• Assist management with special projects and administrative assignments.
• Maintain organized records and documentation.
• Provide general administrative support to management and other departments.
• Other responsibilities and tasks as assigned.

Required Qualifications

• 2+ years of administrative, accounting, payroll, HR, or office management experience Prefered.
• Strong working knowledge of QuickBooks.
• Experience with payroll processing or payroll administration.
• Familiarity with Human Resources procedures and employee records.
• Strong proficiency in Microsoft Office, including Excel & Word
• Excellent organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to take initiative, manage multiple priorities and meet deadlines.
• Professional demeanor when dealing with employees, vendors, clients, and outside professionals.
• Ability to maintain strict confidentiality regarding payroll, HR, financial, and company information.

Preferred Qualifications

• Associate's or Bachelor's degree in Business Administration, Accounting, Human Resources, or a related field.
• Experience with payroll software or HRIS systems.
• Experience handling accounts payable and accounts receivable.
• Experience working directly with vendors and service providers.
• Experience preparing management reports and financial spreadsheets.

Previous experience supporting senior management or an executive team.

Ideal Candidate

The ideal candidate is someone who is extremely organized, dependable, proactive, and detail oriented. This person should enjoy taking ownership of responsibilities, keeping things organized, identifying issues before they become problems, and making sure important tasks are completed on time. The successful candidate will be comfortable working across accounting, payroll, HR, vendor management, and general administration and will understand the importance of accuracy, confidentiality, professionalism, and follow-through.

Pay rate Range: $50,000-60,000