Overview
The Administrative Coordinator will support the Seaports and Airports team by coordinating administrative and operational activities, managing supplier communications, organizing project and service documentation, processing invoices, tracking work orders, and supporting day-to-day office operations. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable working in a fast-paced technical environment.
Core Tasks / Responsibilities
- Provide administrative and operational support to the Seaports and Airports team.
- Organize, maintain, and update digital and physical filing systems, folders, and company records.
- Prepare, process, and track invoices, receipts, purchase requests, and related documentation.
- Manage and update work orders, service records, and operational documentation.
- Maintain organized records of supplier communications, quotations, and project-related documents.
- Assist with document preparation, formatting, scanning, filing, and data entry.
- Ensure documents, invoices, and work orders are accurately organized and accessible.
- Support process improvements related to administrative and operational workflows.
- Assist management with additional administrative and operational tasks as needed.
Required Qualifications
- High school diploma or equivalent required.
- Minimum 3 years of administrative, operations support, coordination, or back-office experience.
- Strong organizational and multitasking skills.
- Strong attention to detail and accuracy.
- Professional written and verbal communication skills.
- Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint).
- Ability to manage multiple priorities in a fast-paced environment.
- Ability to work independently with minimal supervision.
- Bilingual English/Spanish
Preferred Qualifications
- Experience handling invoices, work orders, purchase orders, or supplier coordination.
- Experience supporting service operations, field operations, logistics, construction, maintenance, or technical teams.
- Experience coordinating with vendors and external suppliers.
- Associate or bachelor’s degree preferred but not required.
Pay: $36,000.00 - $38,000.00 per year
Benefits:
Work Location: In person
