Administrative Coordinator, Facilities Operations


The Administrative Coordinator is responsible for providing administrative support to the Facilities Operations Department and will report to the Managing Director. 

Responsibilities include:

  • Maintain Managing Director’s calendar and contact list, including scheduling appointments and meetings. 
  • Arrange and prepare itineraries for domestic travel and process expense reports.
  • Oversee coding, duplication and accuracy of all invoices.
  • Maintain daily schedule for vendors and department calendar.
  • Coordinate traffic and municipal activities for events.
  • Maintain accurate records for properties administration.
  • Coordinate national activities with each chapter office.
  • Coordinate daily breaks and provide coverage at reception desk.
  • Maintain stock and inventory for all office services supplies.
  • Provide customer service support and assistance to all departments.
  • Prepare storage inventory and shipping lists.
  • Maintain, replace and call for service on office equipment, supplies and inventory.
  • Assist on Facilities Help Desk and administration.
  • Act as back up for mailroom functions and shipping/receiving.
  • In house event liaison for internal and external partners.
  • Offsite event assistance for departmental duties (i.e. GRAMMY Week).

Qualifications include:

  • Bachelor’s Degree a plus.
  • Two to four years administrative experience at the executive level.
  • Internet savvy with strong working knowledge of MS Office, including Outlook, Word, Excel, and PowerPoint.  Adobe Writer a plus.
  • Must be highly organized and detail-oriented with solid grammar and punctuation skills.
  • Excellent time management and follow through skills with the ability to handle many time sensitive tasks and adjust to a demanding environment.   
  • Ability to communicate ideas clearly with excellent phone, interpersonal and customer service skills. 
  • Versatility and flexibility with the ability to operate efficiently with all levels in all departments.

Please send your resume and cover letter to

No direct calls.