Divisional Office Coordinator

NSC; Charlotte (NC); On-site; USD 40,000 - 55,000; Full time

Job summary

NSC seeks a Divisional Office Coordinator to support daily and weekly administrative functions for the division's sales and recruiting operations. The role acts as a central point of communication among division leaders, recruiters, HR, payroll, and billing to ensure smooth business operations.

Key duties include maintaining records, generating reports, coordinating schedules, and ensuring job board ads are current, while supporting data integrity and office efficiencies.

Qualifications

• High School Diploma or equivalent; education may satisfy work experience qualifications.
• Prefer experience in high touch, customer service-oriented companies.
• Ability to work independently with limited direction and balance multiple priorities.
• Exceptional verbal and written communication skills for clients, candidates, and internal teams.
• Judgment and decision-making ability.
• Strong organizational and multi-tasking skills.
• Excellent oral and written communication skills.
• Proficiency in Bullhorn and Microsoft applications.
• Analytical skills to evaluate complex situations and identify solutions.
• Able to initiate and embrace change.
• Strong time management and multitasking abilities.
• Solid interpersonal skills across diverse personnel in staffing.

Responsibilities

• Answer and direct calls and correspondence to appropriate departments or personnel.
• Review, update, and maintain job board ads as determined by Recruiting Managers.
• Maintain records of matters and inquiries and follow up as needed.
• Develop and deliver reports to support NSC operations and client relationships.
• Support data and database management accuracy and integrity.
• Coordinate team schedules and manage project documentation.
• Maintain office communication to support productivity and timelines.
• Work with recruiting teams to ensure job boards are current.
• Monitor office supply and promotional product inventory and reorder as needed.
• Perform general office duties to support division operations.
• Other duties as assigned.

Skills

Communication skills

Written communication

Time management

Organizational skills

Multitasking

Independent work

Interpersonal skills

Analytical skills

Change adoption

Problem solving

Education

High School Diploma or equivalent

Tools

Bullhorn

Microsoft Office

Job description

The Divisional Office Coordinator plays a key part in the daily and weekly administrative functions supporting NSC’s sales and recruiting operations. The Divisional Office Coordinator will work to support their division operational leaders, recruiters, sales representatives, and field associates. In this role the Divisional Office Coordinator will ensure the smooth operation of the division and business operations. They will function as a central point of communication between the office and division operational leaders, Recruiters, HR, Payroll, and Billing departments.

Duties/Responsibilities:

• Answer and direct calls and correspondence to the appropriate departments or personnel, ensuring timely and accurate handling of all matters and inquiries.
• Review, update, and maintain job board ads, as determined by the Recruiting Managers.
• Maintain a record of ongoing and completed matters and inquiries, following up when necessary.
• Develop, modify, and deliver reports required to support NSC’s operations and client relationships.
• Support data and database management accuracy and integrity.
• Coordinate team schedules and manage documentation to ensure office projects progress smoothly and efficiently.
• Maintain communication within the office to support team productivity and ensure division-specific goals are achieved within appropriate timelines.
• Work with each recruiting team to ensure job boards are up to date.
• Monitor office supply and promotional product inventory and order new supplies when necessary.
• Perform general office duties necessary to support the smooth operations of the Division.
• Other duties as assigned.

Required Skills & Qualifications:

• High School Diploma: Possess a high school diploma or equivalent qualification; additional education may satisfy work experience qualifications.
• Prefer experience in high touch, customer service-oriented companies focused on delivering exceptional customer service.
• Ability to work independently, with limited direction, often having to balance multiple priorities.
• Exceptional verbal and written communication skills, enabling effective communication with clients, candidates, and internal team members. Ability to clearly articulate relevant business information.
• Judgment and decision-making ability.
• Organizational and multi-tasking skills.
• Exceptional communication skills (oral and written).
• Proficiency in using Bullhorn (Preferred), Microsoft applications, and other computer-based applications.
• Analytical Skills: Ability to evaluate sometimes complex situations, proactively identify issues, communicate those issues, and work with the team to arrive at effective solutions.
• Able to initiate and embrace change.
• Time management skills (ability to multi-task).
• Interpersonal skills to work with a variety of personnel within a skilled trades staffing environment.

Physical Requirements:

With or without reasonable accommodation, the physical and mental requirements of this job include the following: seeing, hearing, speaking, and writing clearly. The position requires sitting at a desk and working on a computer for prolonged periods. Light or moderate lifting may be required at times. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is typically low to moderate. The Divisional Office Coordinator may attend industry events, client meetings, conferences, or other events, which could involve standing or walking.