Administrative Operations Coordinator

Administrative & Operational Support

• Perform accurate and timely data entry across platforms (GRP, Shared Drive, Velocity, internal logs).
• Maintain organized files, version control, and consistent formatting of documents and SOPs.
• Track deadlines, submissions, and compliance dates using standardized logs.
• Support internal audits, file cleanup, and documentation requests.
• Manage mail routing, shared folders, and routine business correspondence.
• Submit departmental expenses and maintain supporting documentation.

Housing Coordination

• Serve as point of contact for TKA-owned employee housing regarding move-ins, move-outs, and basic follow-up.
• Maintain accurate housing records: inventory, keys, maintenance tracking, vendor work orders, and logs.
• Track housing-related expenses and maintain structured documentation.

Fleet & Equipment Coordination

• Track registration renewals, inspections, and documentation for company-owned vehicles.
• Maintain logs for repairs, maintenance records, and service appointments.
• Coordinate with Maintenance and outside vendors for vehicle-related tasks.

Facility & Supply Management

• Order and maintain routine office and facility supplies (coffee, condiments, cleaning supplies, etc.).
• Support ordering for department needs (flags, nameplates, business cards, janitorial items).
• Manage routine Amazon, Uline, Sam’s, Lowe’s orders (etc.).

Internal Support & Logistics

• Assist with onboarding/offboarding tasks (badges, office setup, initial access requests).
• Maintain gift card logs and support Weekly Stops recognition program.
• Support internal events and recurring coordination tasks.
• Support the company travel process while reinforcing that all employees are responsible for booking their own travel through the corporate travel system.
• Assist employees who lack purchasing cards or cannot complete their own booking by either:
  • Walking them through the corporate booking portal (guidance only), or
  • Completing the purchase on their behalf only when required using approved company payment methods.
• Maintain and manage travel programs that Purchasing directly owns, including:
  • Avis corporate rental car account (reservations, updates, billing documentation)
  • Residence Inn group booking account for internal travelers visiting the TKA site

Event & Meeting Coordination (As Trained)

• Coordinate business lunches, internal meetings, and team activities with minimal oversight.
• Assist in scheduling cross-department meetings that require multiple stakeholder alignment.
• Attend select meetings as a designated note-taker and follow-up tracker.
• Escalate delays or unaddressed action items through approved channels.
• Assist with preparing simple agendas or meeting packets.
• Draft simple briefing outlines or visual summaries from provided content.
• Provide basic calendar scheduling / task creation support for managers under guidance.
• Convert verbal requests into structured tasks and tracking sheets.
• Compile data for leadership reviews, budget tracking, procurement summaries, and performance metrics.
• Support contract file organization, SOP formatting, and controlled document updates.

• High school diploma or GED required; Associate’s degree preferred
• 3+ years of administrative experience supporting executives or multi-manager teams

• Strong attention to detail and organizational habits
• Basic comfort with Microsoft Excel, Word, Outlook
• Ability to manage multiple tasks with clear prioritization
• Professional communication skills
• Discretion and confidentiality
• Willingness to learn systems and processes