Administrative Coordinator

Description:

The Administrative Coordinator plays a key role in keeping our operations running smoothly by supporting employees, managing equipment and technology resources, coordinating logistics, and maintaining accurate records. This position works closely with managers and field staff to ensure employees have the tools, equipment, and documentation they need to succeed. Responsibilities include coordinating iPad and equipment deployment, maintaining asset and compliance records, supporting training and shipping logistics, and assisting with day-to-day office operations. The ideal candidate is organized, proactive, and comfortable managing multiple responsibilities while providing excellent support to both employees and guests.

Requirements:

Essential Functions

1. Receive new iPads, update asset list, and label each device with an asset tag and corresponding information.

2. Prepare new iPads by adding cases and screen protectors and ensure SIM activation via Verizon prior to assignment.

3. Send Verizon an email to activate the Sim.

4: Manage iPad setup and ensure proper enrollment in JAMF with assigned blueprints and email accounts

5. Sets up iPads for new hires & ships them out to Manager enter into in Paylocity, asset list, JAMF and Verizon.

6. Send Manager/inspector tracking info via email.

7. Log shipment in shipment spreadsheet.

8. Send new hire iPad Setup Instructions and Important Information.

9. Wipe an iPad, add it JAMF, Paylocity Asset list and Verizon

10. Reassign iPads; update records in Paylocity, asset lists, JAMF, and Verizon.

11. Provide iPad troubleshooting and technical support for 240 employees.

12. Manage application installation and removal on employee iPad.

13. Send monthly emails to managers to track iPad inventory and confirm assignments.

14. Sends quarterly iPad email regarding screen protector or case damages.

15. Collect old iPads annually and offer them for sale to employees interested in purchasing Ship all sold pads to employees.

16. Decommission old, broken iPads from Apple business, JAMF, Asset list and Verizon.

17. Manage Apple Store repairs for iPads that are not working properly.

18. Manage and order new hire nuclear badge mailings, ensuring all employees.

19. Ensure employees have hazmat license on file.

20. Receive and file Hazmat certificates; create and maintain files for new hires to ensure proper documentation.

21. Audit employee files to ensure certificates are current and up to date.

22. Maintain nuclear badge sheet.

23. Send out yearly nuclear badges and send them to IDR.

24. Receive and distribute annual nuclear badges to employees and managers

25.Track, follow up on return od used badges.

26. Send new hire nuclear badges added in spreadsheet to track it.

27. Assemble and prepare training binder packages for shipment

28. Send email notifications to employees with training binder tracking information

29. Receive NETS leak test and calibration results, scan and record them in leak test and calibration spreadsheets, and forward to manager.

30. Add all new hire equipment in Paylocity and asset list.

31. Send reminder emails to managers to collect company equipment from employees who have left the company.

32.Send managers shipping labels to return the equipment.

33. Update and maintain returned equipment records in Paylocity, Asset List, Verizon, and JAMF.

34. Manage and submit monthly Verizon spreadsheet reports to Finance.

35. Maintain spreadsheet records of Verizon employees’ data usage.

36. Order equipment, including safety vests, pants, hard hats, etc.

37. Manage in-house training sessions, including coordinating meals and necessary equipment.

38. Maintain accurate employee address records for label printing.

39. Receives guests and answers questions in person and by telephone; responds to inquiries and refers, when necessary, to the appropriate person.

40. Accepts deliveries and distributes to proper person/place.

41. Gathers, packages up and mails out equipment to employees and/or Managers.

42. Coordinate shipping of packages using UPS and FedEx.

43. Plan and coordinate office events and birthday celebrations.

44. Prepares conference rooms for meetings/guests.

45. Maintains listed office machines as required. (postage machine, copiers, shredders)

46. Prepares outgoing mail; sorts and distributes incoming mail.

47. Copies and distributions training and other binders to employees as requested.

48. Track all training binders in a spreadsheet and monitor distribution.

49. Sends out mass company emails.

50. Monitors kitchen supplies and ensure the kitchen is clean and well stocked.

51. Monitors office supplies and ensure adequate inventory levels.

52. Maintains shipping log for outbound shipments.

53. Gathers equipment for new employees and prepares it before the start date.

54. Creates labels and affixes them to air meters and scales as needed.

55. Prepares and mails monthly birthday cards and other employees’ communications (mail and email) as needed.

56. Maintains office areas organized and neatly.

57. Negotiate to make hotel reservations for inspectors, collect receipts, and submit them to Finance.

58. Assists Office Manager in other duties as assigned.

59.Answer telephone and direct call accordingly.

Required Education and Experience

Graduation from high school or GED equivalent with specialized course work in general office practices such as typing and filing.

Additional Eligibility Qualifications

One year of increasingly responsible related experience, or any equivalent combination of related education and experience.

Competencies

• Communication proficiency
• Ethical Conduct
• Flexibility
• Initiative
• Time Management
• Attention to detail
• Organized

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role requires a friendly, positive attitude and a willingness to help whenever necessary.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to move and unload boxes of supplies.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, hours to be determined.

This position is on site.

Travel

No extensive travel is required for this position. Occasional local travel may be needed to pick up office supplies or drop off packages for shipment.

Benefits

• Medical, dental, short-term disability, long term disability, life insurances, per the company plan eligible on date of hire.
• Two weeks paid vacation in accordance with the company policy.
• Personal Time Off per the company policy.
• Paid holidays are provided per the company policy.
• Bonus eligibility per Company Employee Bonus Program for fiscal year.
• Eligible for the company 401(k) plan following 12 months of active employment & 1,000 hours of work.
• 401(k) immediate vesting of matching funds.

Work Authorization/Security Clearance (if applicable)

Must be eligible to work in the U.S.

EEO Statement

QCS is an equal opportunity employer. We do not discriminate against applicants or employees based on any protected status under federal, state, or local law. All qualified applicants will receive equal consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.