Administrative Coordinator

Location: Alachua, FL (Hybrid – MWF in-office, TTH remote) 

Employment Type: Full-Time 

Compensation: $16 – $25 per hour, depending on experience 

Emerging Tech, a small business, is seeking an Administrative Coordinator to support internal operations across our organization. In this role, you’ll help manage day-to-day office administration, assist with payroll and compliance across multiple states, and maintain key internal processes. This individual will play a hands-on role in keeping our business organized and running smoothly, serving as a key point of contact for internal coordination and state-level compliance tasks. This is a high-ownership role ideal for someone detail-oriented, proactive, and eager to grow within a small business environment. 

Key Responsibilities: 

• Oversee daily office operations in a hybrid setting, ensuring smooth workflows both onsite and remotely 

• Process biweekly payroll in QuickBooks Online and ensure ongoing compliance with multi-state tax and withholding requirements 

• Manage and sort incoming physical mail during in-office days, escalating time-sensitive or compliance-related documents as needed 

• Support onboarding processes by setting up new hires in payroll systems and assisting with required documentation 

• Prepare, file, and track payroll and tax-related documents in accordance with federal and state regulations 

• Reconcile account payable, receivables, payroll, benefits, and related accounts to ensure financial accuracy and accountability 

• Manage invoice processing, expense tracking, reimbursements, and basic financial documentation 

• Maintain organized records and support audit readiness through accurate data management 

• Provide general administrative and HR support, including scheduling, communication, and coordination across teams 

• Take on various ad hoc tasks and special projects as assigned to support internal operations and company growth (ex. Performing screening and/or interview calls for internal and external positions) 

Required Qualifications: 

• Must reside within 50 miles of our Alachua office: 13900 Tech City Circle, Suite 400, Alachua, FL 32615 

• 1–3 years of experience in administrative, payroll, or operations support (or similar responsibilities) 

• Familiarity with QuickBooks Online, a similar platform, or display a willingness to learn payroll applications 

• Basic understanding of state/federal tax requirements or comfort working with compliance documents 

• Strong attention to detail and ability to work independently 

• Able to work a consistent hybrid schedule (MWF in office, TTh remote) 

• Discretion when handling sensitive and confidential information 

Preferred Qualifications: 

• Experience in a small business or government contracting environment 

• Familiarity with multi-state payroll, I-9s, W-4s, garnishments, or PTO tracking 

• Account reconciliation or bookkeeping experience 

• Strong organizational skills and follow-through