Summary:
The Administrative Services Coordinator provides essential administrative, clerical, and facilities support to ensure the smooth operation of the North Coast Builders Exchange (NCBE) office. This position serves as a key point of contact for members, board and committee representatives, current and prospective Contractors License Course (CLC) students, and the public, providing exceptional customer service and organizational support. The Administrative Service Coordinator helps coordinate events, manage office functions, support the Contractors License Courses, assist with communications and publications, and maintain an efficient, professional, and welcoming office environment.
Essential Duties and Responsibilities:
Administrative
- Answer, screen, and forward phone calls, or provide information to callers.
- Greet and assist visitors, members, and vendors in person, maintaining a welcoming office atmosphere.
- Provide assistance and support to the NCBE Board of Directors, advisory and standing committees, members, and business partners.
- Schedule and confirm appointments and meetings.
- Maintain accurate and organized physical and electronic files and documentation.
- Serve as the primary administrative contact for the Contractors License Courses, responding to inquiries by phone, email, and in person regarding course offerings, registration, and contractor licensing requirements.
- Process Contractors License Course registrations, maintain participant records, prepare class materials, and assist with instructor and classroom logistics.
- Assist Contractors License Course participants with completing and submitting California Contractors State License Board (CSLB) applications and related licensing paperwork.
- Monitor participant progress through the licensing process by conducting follow-up communications, tracking application status, and providing guidance on next steps.
- Maintain accurate records of Contractors License Course participation, licensing outcomes, and program data for reporting purposes.
- Assist with all NCBE events throughout the year such as the Crab Feed, Golf Tournament, Annual Appreciation BBQ, and other member or community events as needed.
- Prepare weekly Building News legal listings and assist with other publications and communications.
- Support general office operations including ordering supplies, processing mail, and maintaining inventory of materials.
- Assist with preparing correspondence, reports, and other written materials as requested.
- Provide backup support for finance and membership teams.
Facilities
- Conduct and/or coordinate building and equipment maintenance, management, and repair duties.
- Serve as liaison with vendors, contractors, and service providers for building maintenance, janitorial services, and equipment needs.
- Monitor building supplies and coordinate replenishment of necessary items (kitchen, janitorial, office).
- Oversee meeting setup, ensuring rooms are clean, organized, and equipped with necessary materials.
- Report and track facility-related issues promptly to ensure a safe and functional work environment.
- Assist with coordinating safety procedures, building access, and key management.
Other duties as assigned
Qualifications
The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
Education and/or Experience
- Bilingual (English/Spanish)
- High school diploma or equivalent required
- Knowledge of administrative and office procedures and systems
- Proficient in Microsoft Office (Outlook, Word, Excel)
- Strong and accurate data entry skills
- Strong organizational and time management skills and ability to prioritize
- Professional telephone skills including active listening skills
- Ability to communicate effectively verbally and in writing
- Ability to interact with members, team members, board and committee members, and vendors in a professional manner
- Excellent customer service skills.
- Detail oriented
- Ability to build and maintain positive relationships
- Ability to multi-task between duties effectively
- Reliable, responsible, and dependable in fulfilling obligations
Physical Requirements
The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Constantly required to sit; constantly required to use hands to finger, handle, or keyboard; occasionally required to reach with hands and arms; Occasionally required to stand and walk. Seldom lift up to 20 pounds.
Work Environment
The work environment is one generally found in a temperature-controlled professional office setting.
This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. Duties, responsibilities, and activities may change at any time with or without notice.
Application Instructions
To apply, please submit a cover letter and resume via email to Nicollette Weinzveg, Chief Program Officer, [email protected] by Friday, August 28, 2026.
Pay: Up to $27.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Vision insurance
Language:
Work Location: In person
