Administrative Coordinator (Project Coordinator)

We are seeking a proactive, highly organized Administrative Coordinator to provide comprehensive administrative support to our Regional Managers. The ideal candidate is tech-savvy, highly competent with Word and Excel, comfortable learning and using any computer system, and excels at building relationships and working as part of a team. This role will coordinate administrative operations across regions and support fleet-related documentation and processes to ensure smooth, compliant, and efficient operations.

Key Responsibilities:

• Provide day-to-day administrative support to regional managers, including calendar management, meeting coordination, travel arrangements, and expense reporting.
• Prepare, format, and proofread documents, presentations, and reports in Word, Excel, and PowerPoint.
• Manage data entry, spreadsheets, and reporting (fleet metrics, regional KPIs, maintenance logs, budgets, and inventory).
• Maintain accurate vehicle and driver records.
• Assist with procurement, purchase requisitions, purchase orders, invoices, and basic AP/AR tasks.
• Respond professionally to internal and external inquiries via phone, email, and in person; escalate issues appropriately.
• Maintain filing systems (electronic and paper), document control, and confidentiality of sensitive information.
• Support onboarding for regional/fleet staff (equipment, logins, documentation) and help coordinate training sessions.
• Assist with compliance and audit preparations by gathering documentation and maintaining records.
• Identify process improvement opportunities and help implement administrative best practices.
• Provide occasional support for ad hoc projects and cross-functional team tasks.

Minimum requirements of the role:

• 2+ years of administrative experience supporting managers or teams; experience with fleet or field operations is an advantage.
• Strong computer skills and demonstrated ability to learn and work any computer system, fast and accurate data entry.
• Advanced proficiency in Microsoft Word and Excel (formulas, pivot tables, VLOOKUP/XLOOKUP, charts).
• Proficient with Outlook (email/Callander), Teams and comfortable with Microsoft 365.
• Excellent interpersonal and communication skills.
• Strong attention to detail, time management and organizational skills, ability to priorities competing demands.
• Demonstrates the ability to work independently and collaborates in team environment.
• High level of discretion and ability to handle confidential information.
• Reliable, punctual and adaptable to changing business needs.