Administrative Coordinator II

Tucson, AZ, USA|

Job Overview

Compensation

Hourly

Range $17.77 - $23.76

Benefits

Health Insurance

Dental Insurance

Retirement Plan

Paid Time Off

Professional development opportunities

Employee assistance program

Flexible work schedule

Job Description

The hiring organization is a dynamic and community-focused entity known for its commitment to operational excellence and fostering a welcoming environment for clients, volunteers, visitors, and staff. As a pivotal part of the organization's administrative framework, they emphasize delivering high-quality coordination and support services that contribute to the smooth running of daily operations and special events. This organization operates in a fast-paced, complex environment where efficiency, professionalism, and proactive problem-solving are highly valued. The culture within the team underscores teamwork, continuous improvement, and responsiveness to the needs of both internal and external stakeholders. It is within this vibrant and supportive environment that the Administrative Coordinator II role is situated, offering a unique opportunity for an individual who thrives in multitasking and leadership within a front-office and event coordination context.

The Administrative Coordinator II serves as the lead point of contact at the front desk, managing visitor interactions, phone communications, and maintaining building security protocols to ensure a safe and organized reception area. This role provides critical support not only to the administrative team but also to the broader organizational teams by managing the core office supply inventory, overseeing shared spaces including breakrooms and conference rooms, and maintaining the organization’s labeling and signage systems. The Coordinator also plays a crucial leadership role by orienting and guiding Coordinator I staff, acting as the first point of escalation for front desk issues, and fostering a cohesive administrative team.

Moreover, this position requires comprehensive meeting and event coordination skills. The Coordinator II oversees the logistics of internal and external meetings and events, from scheduling and setup to vendor coordination and onsite support, including catering and site reservations. A key component of the role is the support provided to the organization's Board of Directors by managing meeting binders, materials, and logistical arrangements to ensure smooth and effective board meetings. This end-to-end responsibility emphasizes the need for a highly organized and detail-oriented individual capable of troubleshooting and resolving routine issues promptly and independently.

Successful candidates will demonstrate proficiency in Microsoft Office and Office 365, bilingual communication capabilities in English and Spanish, and possess a valid Arizona Driver’s License with a clean record to facilitate travel between locations as necessary. The organization values individuals who bring prior experience in event or meeting coordination and executive board support, alongside experience in mentoring or guiding administrative staff. The Administrative Coordinator II position not only offers a rewarding career path with opportunities for growth within the administrative domain but also invites candidates who value contributing to an efficient and welcoming office environment that enhances organizational effectiveness and community engagement.

Job Requirements

A high school diploma or equivalent
Two years of experience in a fast-paced, complex work environment
Bilingual in English and Spanish
Proficiency with Microsoft Office Suite and Office 365
Valid Arizona Driver’s License with a clean driving record
Ability to travel to different organization locations

Job Qualifications

High school diploma or equivalent
Two years of experience in a fast-paced and complex work environment demonstrating organizational and follow-through skills
Bilingual in English and Spanish
Proficiency with Microsoft Office Suite and Office 365
Aptitude for learning new software platforms
Valid Arizona Driver’s License with a clean driving record
Prior experience coordinating events or meetings or providing Board or executive support preferred
Experience guiding or mentoring administrative staff preferred

Job Duties

Greet and assist visitors entering the building and direct them to appropriate resources or staff
Answer incoming phone calls and route callers to the correct recipients
Ensure regular messaging updates are recorded on the Interactive Voice Response system
Receive cash and food donations and provide receipts as needed
Maintain building security by following visitor procedures, monitoring the visitor log, and issuing visitor badges
Manage, clean, and organize the front desk and reception area
Collect, secure, and distribute incoming mail
Provide administrative support to departments and organizational teams
Maintain the office supply inventory including monitoring stock levels and organizing storage
Oversee the office breakroom supplies and equipment maintenance
Ensure shared spaces like conference rooms and lounges are stocked and maintained
Manage the organization’s lost and found
Manage logistics, scheduling, and on-site support for internal and external meetings and events
Lead meeting and event setup including room preparation and refreshments
Coordinate catering and food deliveries including vendor communication
Coordinate reservations and logistics for external meeting venues
Troubleshoot and resolve routine meeting and event logistics issues
Serve as primary lead on Board meeting binders, materials, and refreshments
Coordinate Board meeting logistics in partnership with the admin team
Implement and maintain organizational labeling, nameplates, and signage systems
Orient, guide, and check the work of Coordinator I staff and model office procedures
Serve as a resource and backup for front desk coverage decisions
Participate in team and organization-wide meetings providing updates on responsibilities
Perform other duties as assigned