Administrative Project Coordinator

Hi, we’re TechnologyAdvice.

At TechnologyAdvice, we pride ourselves on helping B2B tech buyers manage the complexity and risk of the buying process. We are a trusted source of information for tech buyers, delivering advice and facilitating connections between our buyers and the world’s leading sellers of business technology. 

Headquartered in Nashville, Tennessee, we are a remote-first company with more than 20 digital publications and over 500 global team members in the US, UK, Singapore, Australia, and the Philippines. We’re proud to have been repeatedly recognized as one of America’s fastest growing private companies by Inc., as well as a Tennessee top workplace. We work hard each day and have fun, too, with monthly virtual events, recreational slack channels, and the occasional costumed dance from our CEO.

All positions are open to remote work unless otherwise specified in the requirements below. 

 

The opportunity

At TechnologyAdvice, talented, driven, and dedicated team members are at the core of our company’s success. We spend a great deal of time and energy to ensure we have the best people in the industry and that we foster an environment that they want to be a part of. We’re looking for someone just as passionate to help us coordinate the day-to-day success of our team.

The Administrative Project Coordinator is responsible for coordinating a wide range of team events and activities, administrative duties, and project support of the Director of Administration. This is more than your typical office coordinator role - we’re looking for someone that doesn’t just take tasks given to them, but seeks new opportunities and initiatives to find efficiencies where they are currently lacking. Our ideal candidate is professional, detail-oriented, and can move quickly between a variety of different projects with a high level of prioritization. 

Location: Nashville, TN | Monday - Friday in the Nashville office 

 

What you'll do

We’d be lying if we said that any two days would be exactly alike, but you can expect to consistently be responsible for the following in this role:

Office Coordination: 

• Act as a point of contact for the office, ensuring visitors and team members are welcomed and supported appropriately.
• Manage overall office operations, including daily procedures, maintaining a well-organized and professional environment.
• Oversee office supply inventory and procurement to ensure resources are readily available to support business needs.
• Manage vendor relationships, including negotiating contracts, warranties, and pricing to align with company interests.
• Handle mail services by checking incoming mail, processing shipments, and coordinating outgoing messages.
• Assist with new hire onboarding, including workspace setup and creating a positive candidate experience.
• Track and manage budgets for administrative expenses, maintaining historical data and ensuring cost efficiency.
• Coordinate catering orders for on-site needs, ensuring timely and accurate delivery.

Team Support: 

• Provide administrative support to CEO, Director of Administration, and leadership team by completing tasks such as managing calendars, responding to emails, scheduling appointments, and coordinating travel arrangements.
• Assist with special projects and tasks as assigned to support departmental priorities while utilizing exceptional follow-up skills.
• Conduct vendor research to evaluate purchasing options, compare pricing, and make recommendations.
• Research and present findings on critical topics and trends as requested.
• Make business travel arrangements for the global team, such as booking flights, cars, and making hotel and restaurant reservations.

Event Coordination:

• Planning and on-site coordination for in-person team events, finding solutions for any problems that arise during the execution process.
• Plan and facilitate global virtual team events.
• Plan and help with day-of logistics for global volunteer opportunities.
• Propose new ideas to improve the event planning process.
• Assist with planning efforts and day-of support for quarterly and annual planning sessions for executive and leadership teams.

 

Who you are

• 3+ years of professional experience in a business or administrative environment. 
• Demonstrated experience planning and making logistical arrangements for events and meetings, orientations, or group sessions.
• Experience independently researching, compiling, organizing, interpreting, and selecting data/materials from various sources and presenting.