Administrative Coordinator (Rotating Evenings & Weekend)
Join a fun loving team of people that go the extra mile, thrive on collaboration, and are excited about the amazing food community that is present in the heart of Grand Rapids. We are proud to be a part of this community through our innovative 20+ merchant Market Hall, world-class corporate and wedding venue spaces, year round free public events, and the entrepreneurial support of our rentable Incubator Kitchen that helps small food businesses turn their passion into a profession.
The Grand Rapids Downtown Market is seeking a service-driven, highly organized Pat Time Administrative Coordinator (Rotating Evenings & Weekends) to join our team! You’ll serve as the central point of contact between customers and internal departments, ensuring outstanding customer service and efficient administrative support. This role is ideal for someone who is adaptable and thrives in a dynamic, fast-paced, guest-focused environment. If you have a passion for delivering high-quality service, taking initiative, supporting teams with efficiency, energy, and professionalism, and have a strong commitment to excellence, this position is for you!
JOB SUMMARY
The Administrative Coordinator is responsible for exceptional customer service and meticulous administrative support to Downtown Market leaders, managers, staff members, and market guests. This role is the first impression of the Downtown Market Administration office and reflects strongly on the Market overall. Through a variety of tasks related to organization and communication, this role is integral to exceptional service and efficient operations of the Downtown Market office.
IDEAL CANDIDATE TRAITS:
- Embodies the Downtown Market Core Values of Integrity, Collaboration, Respect, Resourcefulness, Proactiveness, and Fun
- Professional demeanor with a service-first mindset and a passionate commitment to hospitality values
- Self-starter with a strong sense of initiative, ownership, and follow-through
- Adaptable, energetic, and calm under pressure
- Professional demeanor with a positive, solution-focused approach
- Team player who enjoys supporting others and contributing to a positive workplace culture
- Committed to creating memorable guest and employee experiences behind the scenes
- Comfortable working both independently and collaboratively
- Willing to take on responsibilities and challenges
- Displays a good-natured, cooperative attitude
- Ability to thrive in a dynamic and fast-paced environment
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Serve as first point of contact for walk-in guests and customer inquiries via phone, email, and online platforms; ensures timely and accurate responses
- Serve as a reliable point of contact for both internal teams and external partners, delivering prompt and courteous support
- Maintain confidentiality and handle sensitive information with discretion
- Lead administrative monthly audits to ensure accuracy of policies and processes , coordinates with the Office Manager to determine and address discrepancies
- Lead security measures including background checks, access badge creation and activation/de-activation, incident tracking, and general troubleshooting
- Lead inventory and auditing of facility keys
- Issue, tracks, and collects uniforms for new and separating employees and existing team members
- Maintain and organize digital and physical filing systems for contracts, licenses, compliance files, and other company documents,Manage calendars, meeting schedules, meeting preparations, and meeting follow-up actions
- Support the organization by scheduling meetings, preparing agendas, AV needs, and food/beverage amenities for staff meetings
- Track and order office supplies, handle vendor coordination, and assist with office inventory
- Perform Downtown Market Gift Card sales transactions, inventory audits, and reimbursements with tenants
- Prepare and balance cash boxes, prepare deposits, and gather invoices and credit card receipts for the accounting department
- Support onboarding of new staff by coordinating training materials and schedules
- Assist in coordination of special events, seasonal promotions, and team meetings
- Support project coordination and execution, and ensure deadlines and milestones are met
- Perform errands (bank, post office, etc.)
- Assist in maintaining and updating customer records, databases, and documentation
- Prepare and proofread internal and external communications, correspondence, and reports
- Continuously seek ways to improve administrative processes and enhance team efficiency
QUALIFICATIONS:
- Able to work evenings and weekends
- High school diploma or equivalent required; associate's or bachelor’s degree preferred
- Minimum of 2+ years successful experience in an administrative, coordination, or office support role in a customer-facing environment
- Demonstrated proficiency in administrative and clerical tasks and procedures, including efficient file and record management and operation of office equipment.
- Strong proficiency in Google Suite (Chrome, Docs, Sheets, Slides, Drive, and Gmail) and strong aptitude for learning new softwares and systems
- Demonstrated exceptional organizational and time management skills and comfortable juggling multiple projects, priorities, and deadlines in a fast-paced, service-oriented setting
- Excellent interpersonal and communication skills (written and verbal)
- Strong attention to detail and a commitment to accuracy
- Ability to work independently and as part of a team in a fast-paced environment
- Familiarity with book-keeping and standard accounting procedures a plusExperience with project management or CRM software a plus
- Reliable, honest, and ethical
- Reliable transportation required
We offer a 401k retirement savings plan that includes a company match and professional guidance to help you prepare for your future and find your own recipe for success.
We can't wait to hear more about you!
Job Type: Part-time
Benefits:
Application Question(s):
- Are you able and willing to work evenings and weekends?
Experience:
- office administration: 2 years (Required)
- customer service: 2 years (Required)
Ability to Commute:
- Grand Rapids, MI 49503 (Required)
Work Location: In person
