Administrative Coordinator

We are seeking a skilled and organized Administrative Coordinator to join our team and provide essential support to our operations. This role requires a detail-oriented individual with strong communication and time management skills. The ideal candidate will be proficient in managing various administrative tasks efficiently and effectively.

Key Responsibilities

Email Management:

• Monitor and respond to emails promptly, prioritizing messages and flagging important correspondence for attention.
• Organize and maintain email folders, ensuring that messages are appropriately archived for easy access.

Calendar Management:

• Schedule and coordinate appointments, meetings, and events for team members, utilizing calendar software to manage schedules efficiently.
• Send reminders and confirmations for appointments to ensure attendance and minimize conflicts.

Managing Voicemails:

• Retrieve and respond to voicemail messages in a timely manner, forwarding urgent messages to the appropriate recipients.
• Maintain an organized system for tracking and following up on voicemail communications.

Setting Appointments:

• Assist in scheduling appointments and consultations with clients, prospects, and partners, coordinating availability between parties.
• Communicate appointment details and confirmations to all relevant stakeholders.

Send Daily and Monthly Reports:

• Compile and distribute daily and monthly reports summarizing key metrics, activities, and achievements.
• Ensure reports are accurate, well-presented, and delivered on schedule to relevant stakeholders.

Manage and Update Lead Tracking Spreadsheets:

• Maintain lead tracking spreadsheets, entering new leads, updating status changes, and recording relevant information.
• Regularly review and analyze lead data to identify trends and opportunities for optimization.

Order Weekly Office Items:

• Coordinate the procurement of office supplies and other essential items on a weekly basis, ensuring adequate stock levels and timely delivery.

Expense Reports:

• Assist team members in preparing and submitting expense reports, reviewing receipts and documentation for accuracy and compliance with company policies.

Entering Weekly Timecards:

• Collect and process weekly timecards from team members, accurately recording hours worked and any relevant time-off requests.

Create Realtor Lists for LO’s:

• Generate and update lists of realtors for Loan Officers (LOs), providing them with accurate and relevant contact information.

Create a Monthly PTO Calendar:

• Develop and maintain a monthly calendar to track and manage employee Paid Time Off (PTO) requests and availability.

Manage the Team's CRM:

• Oversee the Customer Relationship Management (CRM) system, ensuring data accuracy, organization, and regular updates.

Skills, Knowledge, and Expertise

• Proven experience in an administrative or coordinator role, preferably in a fast-paced environment.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and calendar management software.
• Attention to detail and accuracy in data entry and record-keeping.
• Ability to work independently with minimal supervision and collaborate effectively within a team environment.

Benefits

• Above market salary
• HMO on Day 1 for principal and two dependents
• Government-mandated benefits
• Performance-based Incentives
• Quarterly Company Events
• In-depth training for career growth
• Great Company Culture and HR experience
• 1,000 PHP De Minimis
• Equipment and software provided

Originally posted on Himalayas