Admin Coordinator AFP

Location: Cambridge, MA
Date Posted: 06-12-2017
Day to Day Responsibilities:
The role of administrative coordinator is to provide high-level support and project management in a diverse and fast-paced environment. The role is integral to the smooth operation of a growing and vibrant site located in Cambridge, MA. This administrative coordinator will be responsible for a comprehensive range of administrative support, as well as special projects as needed and site-based support of site head's function. This organized and proactive professional will interface with multiple stakeholders at all levels of the organization within the company, and at times, externally. The candidate will partner with other administrative staff members in a team-oriented approach.

Summary:
The role of administrative coordinator is to provide high-level support and project management in a diverse and fast-paced environment. The role is integral to the smooth operation of a growing and vibrant site located in Cambridge, MA. This administrative coordinator will be responsible for a comprehensive range of administrative support, as well as special projects as needed and site-based support of site head's function. This organized and proactive professional will interface with multiple stakeholders at all levels of the organization within the company, and at times, externally. The candidate will partner with other administrative staff members in a team-oriented approach.

Principle responsibilities:
Participate as an active team member, working both independently and in cooperation with other team members, to complete projects and assignments in a timely manner
Manage multiple priorities in a fast-paced, continually changing environment.
Familiarity with and/or comfort working in an 'open' office environment (flexible workspace, with no assigned seating, but rather 'activity-based' seating options depending on the work you're doing)
Provide site-based support for meeting management, expenses, and other administrative needs of site head and accompanying function
Initiate and manage vendor/supplier onboarding and purchase orders, process accounts payable invoices / check requests through company systems (SAP, largely), and track payment of invoices as needed.
Assist with planning of meetings and other staff events, both internal and external, including scheduling, logistics (catering, tele/videoconferencing, agenda management, meeting minutes), execution; for staff events, assist in creating experiences that enhance staff engagement
Assist with onboarding/offboarding activities for staff
Prepare routine reports utilizing various software packages (i.e. staff detail reports, budget reports)
Assist with communications across various groups and through different media (digital, email, spoken)
Provide thoughtful, timely, detail-oriented support/management for other projects, based upon need

Preferred Qualifications:
Must be an organized self-starter with the flexibility to adapt to priority changes and demands
Ability to work and exceed in a fast-paced, deadline-driven environment
Demonstrated ability to prioritize multiple projects/workflows for different stakeholders and to independently manage one's time efficiently to meet deadlines
Strong written/verbal communication skills, enabling interaction with various colleagues
Strong customer service/interpersonal skills
Strong abilities in event planning/management
Proficiency in MS Office, SharePoint, Concur, SAP


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