Executive Administrative & Operations Coordinator

Baptist Health Care Corporation; Pensacola (FL); On-site; USD 40,000 - 56,000; Full time

Job summary

Baptist Health Care Corporation in Pensacola, FL, is seeking an Administrative Coordinator for Materials Management. The role supports the Executive Director and directors, manages calendars, communications, and documentation, and coordinates procurement and travel.

The position requires integrity, confidentiality, and a strong work ethic. Primary duties include handling inquiries, preparing agendas and minutes, managing office operations, and providing research support for special projects.

Qualifications

• High School Diploma or Equivalent is required.
• 2 years administrative support experience is required.

Responsibilities

• Oversees administrative operations, including office management, mail handling, supplies, procurement, division timekeeper and related vendor coordination.
• Serves as the primary point of contact for internal and external inquiries; screen, prioritize, route, and elevate calls, visits, and correspondence as appropriate.
• Prepares, distributes, and maintains meeting documentation, including agendas and minutes for division, committee, and special meetings.
• Manages calendars and scheduling, including meetings, travel, conferences, and department activities; prepare agendas, materials, and presentations.
• Drafts, proofs, and manages correspondence, reports, presentations, and business documents; ensure accuracy, clarity, and proper file maintenance.
• Provides research and administrative support for special projects, including gathering, analyzing and presenting information that impacts organization operations.
• Oversees and manages corporate gas cards, including issuance, usage tracking, and problem resolution.
• Oversees and manages corporate office supply and Amazon procurement, including PO order placement, issue resolution and tracking.
• Coordinates renewal of corporate vehicle registration and tags in accordance with required renewal cycles (every 1-2 years).
• Maintains efficient utilization of all resources.
• Maintains a valid driver’s license and satisfactory driving record.

Skills

Calendar management

Administrative support

Vendor coordination

Communication

Education

High School Diploma or Equivalent

Job description

Baptist Health Care Corporation in Pensacola, FL, is seeking an Administrative Coordinator for Materials Management. The role supports the Executive Director and directors, manages calendars, communications, and documentation, and coordinates procurement and travel.

The position requires integrity, confidentiality, and a strong work ethic. Primary duties include handling inquiries, preparing agendas and minutes, managing office operations, and providing research support for special projects.