Assistant Administrative Coordinator

Description

Position Overview:

The Assistant Administrative Coordinator provides high-level administrative support with a primary focus on vendor contract management, expense tracking, and data entry. This role supports executive operations by maintaining accurate records, analyzing expense data, and assisting in administrative projects. The ideal candidate is detail-oriented, comfortable working independently, and possesses strong math, writing, and technical skills, particularly in Microsoft Excel and Word.

Essential Duties and Responsibilities (include but are not limited to)

Administrative & Vendor Support

• Manage and maintain records of vendor contracts, service agreements, and expiration timelines.
• Assist with procurement documentation, expense approvals, and vendor correspondence.
• Track recurring payments, reconcile vendor invoices, and flag discrepancies for leadership review.
• Serve as a liaison between vendors and internal departments to support timely and accurate execution of agreements.

Data Entry & Analysis

• Enter, organize, and update financial and contract-related data into company systems with accuracy and consistency.
• Use Microsoft Excel to compile, analyze, and summarize expense data and vendor performance metrics.
• Prepare periodic reports on contract status, spending trends, and budget variances for executive review.

Administrative Coordination

• Support the Executive Administrative Assistant with scheduling, correspondence, and internal communications.
• Maintain filing systems, both physical and digital, for contracts, reports, and administrative records.
• Perform additional administrative tasks or special projects as assigned by the COO or administrative leadership.

Requirements

Qualifications 

• Prior Administrative Assistance experience a plus. 
• Proficiency in Microsoft Office Suite, particularly Excel and Word; Microsoft Office Specialist: Excel certification is a plus.
• Strong math and written communication skills, with the ability to draft and review professional correspondence and reports.
• High attention to detail and accuracy in data entry and financial recordkeeping.
• Ability to work independently, prioritize tasks, and manage multiple assignments with minimal supervision.
• Professional demeanor, discretion with sensitive information, and a commitment to organizational efficiency.

Physical Requirements

• Prolonged periods sitting or standing at workstation.
• Occasional lifting of up to 30 pounds.
• Ability to maintain focus and productivity in a fast-paced office environment.