Administrative Coordinator - Hagerstown - Ultimate Staffing : Job Details

Position Title: Administrative Coordinator

Overview:

The Administrative Coordinator plays a crucial role in supporting all departments by managing administrative tasks and serving as the first point of contact for visitors and phone inquiries. This position directly reports to the Executive Director. Please note that telework is not permitted for this role. This position is temp-to-hire and will pay between $18-19 per hour. This is a full-time role and hours are 9am-5pm Monday through Friday.

Key ResponsibilitiesGeneral Administrative and Office Support

• Handle and direct all incoming phone calls.
• Welcome and provide access to visitors and office guests.
• Process outgoing mail and distribute incoming mail daily.
• Draft correspondence.
• Perform other duties as needed.

Budget and Financial Support

• Code and post invoices into accounts payable.
• Organize, document, and distribute daily lockbox reports.
• File vendor invoices.
• Follow up on attendee purchase orders and aged receivables.

Conference and Training Support

• Assist in preparing name badges and materials for training sessions
• Organize and ship training shirts.
• Verify complimentary membership packages.
• Support the entry of conference and training registrations.

Publications Support

• Handle orders, shipping, and record-keeping for publications.
• Maintain a database of authors.
• Mail complimentary copies of publications to authors and advertisers.
• Archive appropriate documents and publications.

Membership and Certification Support

• Maintain and update the directory.
• Prepare and mail new member packages, including certificates.
• Respond to inquiries about membership status and login credentials.
• Organize required documentation for certification applications.
• Facilitate the printing and mailing of certification certificates.
• Generate, print, and mail membership invoices and renewal letters.

QualificationsRequired Knowledge, Skills, and Abilities

• Minimum of two years of relevant experience or an associate's degree.
• Strong organizational and interpersonal skills.
• Excellent verbal and written communication skills.
• Familiarity with MS Outlook, Word and Excel.
• Ability to prioritize and multitask effectively.
• Strong team-oriented mindset.
• Capable of meeting deadlines consistently.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.