Administrative Coordinator

Job Description

Administrative Coordinator | Robert Half

The Tone:
This is a Long-term Contract position with Robert Half, located in Seattle, Washington. Robert Half stands as the world’s first and largest specialized talent solutions firm, dedicated to connecting highly qualified job seekers with rewarding opportunities at great companies. This role is crucial for supporting daily operations for a busy team, acting as a central point for managing critical records, shared communications, and administrative workflows. The Administrative Coordinator will directly contribute to operational efficiency by keeping documentation current, accurately supporting reporting needs, and ensuring all incoming requests are routed and completed effectively.

The TL;DR
• Role: Early Career
• Type: Long-term Contract
• Location: In-person, Seattle, WA

• Team: Supports a busy team
• Mission: To efficiently manage records, communications, and administrative workflows, ensuring accurate documentation, timely reporting, and effective request completion for daily operations.
• Tech Stack: Microsoft Excel, Microsoft Office applications, SharePoint

What You’ll Actually Do
• Manage Data: Accurately enter and update information in internal learning, tracking, and recordkeeping systems within established timelines.
• Process Documents: Review and process rosters, attendance details, and certification documents submitted by employees and field personnel.
• Maintain Records: Organize and maintain records to support audit readiness, compliance needs, and recurring reporting activities.
• Generate Reports: Prepare standard reports from internal platforms and provide status updates to team members as needed.
• Track Expirations: Monitor records that are approaching expiration or require correction, then follow through on renewals, updates, or escalations.
• Oversee Communications: Oversee shared inbox activity by sorting incoming messages, directing requests to appropriate contacts, and replying to routine questions.
• Administer Systems: Support SharePoint administration by handling access requests, updating lists, organizing files, and identifying incomplete or overdue entries.
• Provide Program Support: Offer broad administrative support across multiple programs, including tracking action items, monitoring deadlines, and maintaining confidentiality in all communications and documentation.

The Must-Haves
• Background: Possess foundational knowledge in administrative support, gained through experience in an office or program environment.
• Experience: Demonstrated prior administrative support in an office or program setting, handling various daily tasks and responsibilities.
• Skills:
• Strong data entry skills, consistently demonstrating a high level of accuracy and attention to detail in all tasks.
• Proven ability to manage multiple priorities effectively, follow up on outstanding items, and meet deadlines consistently.
• Proficiency with Microsoft Excel and general Microsoft Office applications for data management and document creation.
• Comfortable handling shared inboxes, efficiently responding to inbound inquiries, and routing communications appropriately.
• Ability to handle sensitive information with utmost discretion and maintain confidentiality at all times across all interactions.
• Bonus: Familiarity with SharePoint or similar document management platforms is preferred, enhancing organizational and collaborative efforts.