Administrative & Office Coordinator

Part-Time Administrative & Office Coordinator (In-Office)

Schedule: Part-Time | On-Site

Position Overview

We are seeking a highly organized, detail-oriented Part-Time Administrative & Office Coordinator to support daily hardware operations, office services, and administrative workflows. This role is fully in-office and is ideal for someone who thrives in a structured environment, enjoys managing multiple processes, and takes pride in keeping operations running smoothly.

Key Responsibilities

I. Hardware Administration

• Create and process customer invoices accurately and in a timely manner
• Manage and track orders from submission through fulfillment
• Maintain warranty documentation and tracking information
• Process and manage webstore orders, including tracking and updates
• Handle rental equipment needs and requests, including documentation and coordination

II. Office Services & Facilities Coordination

Office & Supplies Management

• Order and maintain inventory of office, building, and kitchen supplies
• Ensure supplies are consistently stocked and organized

Company Meetings & Events

• Support logistics and organization for company meetings and all-hands gatherings
• Coordinate office celebrations and employee recognition efforts
• Order awards, company apparel, gifts, and birthday cards

Mail & Vendor Management

• Manage incoming and outgoing mail and packages
• Coordinate with building vendors
• Oversee scheduled building maintenance and ensure completion

Accounts Payable Support

• Input bills into system
• Scan and organize invoices
• Submit documentation to the Accountant in a timely manner

III. Administrative & Financial Support

Ad Hoc Support

• Assist with administrative requests, including printing, mailing, and special projects

Cancellations Workflow

• Send cancellation links to clients
• Create cancellation invoices
• Manage workflow updates and maintain cancellation tracking spreadsheet

Check Processing

• Receive, scan, and log checks
• Enter payment data accurately
• Perform quality control to ensure accuracy and completeness

Qualifications

• 2+ years of administrative or office coordination experience preferred
• Strong organizational skills and attention to detail
• Ability to manage multiple workflows simultaneously
• Comfortable working with spreadsheets and invoicing systems
• Experience with order management systems preferred
• Strong written and verbal communication skills
• Self-motivated with the ability to work independently

Skills & Competencies

• Process-driven and highly organized
• Reliable and consistent follow-through
• Professional and discreet with financial information
• Comfortable coordinating with vendors and internal teams
• Proactive problem solver

Work Environment

• In-office position
• Collaborative, team-oriented environment
• Fast-paced with recurring deadlines and workflow management

If you enjoy being the operational backbone of a team and keeping both office and hardware processes organized and efficient, we’d love to hear from you.