Administrative Coordinator

The Conservation Center is soliciting applicants to join the team as an Administrative Coordinator. 

The Administrative Coordinator will perform various administrative, human resources, and accounting tasks. The selected applicant will be competent in prioritizing duties. This is a detail-oriented role that requires good time management.

RESPONSIBILITIES:   

• Maintain files, including personnel, financial, and other company data, in digital record-keeping systems with accuracy and discretion.

• Assist executive management during the staff recruitment process. Once new employees are hired, implement onboarding processes, including new hire paperwork, processing background screenings, and initiating benefit enrollment.

• Maintain and update company policies, procedures, and training materials, and enforce company guidelines.

• Manage staff timecard submissions and PTO requests.

• Maintain company software agreements and subscriptions.

• Work with IT representatives to troubleshoot basic network issues.

• Oversee third-party contracts and memberships with industry/trade partners, including restoration companies.

• Oversee educational programs and memberships for staff.

• Support bookkeeping and budgeting procedures. Assist with accounts payable and accounts receivable processes, as needed.

• Prepare reporting and presentations as assigned.

• Monitor shared company e-mail inboxes, including HR inbox, recruiting inbox, and billing inbox.

• Keep stock of office supplies and equipment and place orders when necessary.

• Provide ongoing administrative support to executive management.

• Additional tasks, as assigned.

 QUALIFICATIONS:  

• Familiarity with office management procedures and basic accounting principles required. Previous experience working in an office is a must. Minimum of three years of experience in office administration, operations, accounting, or human resources required.

• Bachelor’s degree or equivalent experience required with a general interest in art conservation, art history, or fine art preferred.

• A high proficiency in Microsoft Excel is required. Experience with other Microsoft programs is highly preferred.

• Ability to adapt to new software platforms is essential. Previous experience working in QuickBooks and other Intuit platforms, Salesforce, and Wrike is strongly preferred.

• Must be comfortable working in a fast-paced team environment and managing shifting priorities. Willingness to adapt and take on new roles as needed is crucial.

• The candidate must be highly adept and comfortable doing basic mathematical calculations.

• Excellent writing skills, grammar, and syntax are required.

• Must exhibit excellent communication, organizational, and time management skills, as well as the ability to multi-task and work within strict deadlines.

• Superior accuracy and attention to detail are required.