Administrative Coordinator

Description

The Administrative Coordinator plays a key role in keeping our operations running smoothly by supporting employees, managing equipment and technology resources, coordinating logistics, and maintaining accurate records. This position works closely with managers and field staff to ensure employees have the tools, equipment, and documentation they need to succeed. Responsibilities include coordinating iPad and equipment deployment, maintaining asset and compliance records, supporting training and shipping logistics, and assisting with day-to-day office operations. The ideal candidate is organized, proactive, and comfortable managing multiple responsibilities while providing excellent support to both employees and guests. 

Requirements

 Essential Functions

1. Receive new iPads, update asset list, and label each device with an asset tag and corresponding information.

2. Prepare new iPads by adding cases and screen protectors and ensure SIM activation via Verizon prior to assignment.

3. Send Verizon an email to activate the Sim.

4: Manage iPad setup and ensure proper enrollment in JAMF with assigned blueprints and email accounts

5. Sets up iPads for new hires & ships them out to Manager enter into in Paylocity, asset list, JAMF and Verizon.

6. Send Manager/inspector tracking info via email.

7. Log shipment in shipment spreadsheet.

8. Send new hire iPad Setup Instructions and Important Information.

9. Wipe an iPad, add it JAMF, Paylocity Asset list and Verizon

10. Reassign iPads; update records in Paylocity, asset lists, JAMF, and Verizon.

11. Provide iPad troubleshooting and technical support for 240 employees.

12. Manage application installation and removal on employee iPad.

13. Send monthly emails to managers to track iPad inventory and confirm assignments.

14.  Sends quarterly iPad email regarding screen protector or case damages.

15. Collect old iPads annually and offer them for sale to employees interested in purchasing Ship all sold pads to employees.

16. Decommission old, broken iPads from Apple business, JAMF, Asset list and Verizon.

17. Manage Apple Store repairs for iPads that are not working properly.

18. Manage and order new hire nuclear badge mailings, ensuring all employees. 

19. Ensure employees have hazmat license on file.

20. Receive and file Hazmat certificates; create and maintain files for new hires to ensure proper documentation.

21. Audit employee files to ensure certificates are current and up to date.

22. Maintain nuclear badge sheet.

23. Send out yearly nuclear badges and send them to IDR.

24. Receive and distribute annual nuclear badges to employees and managers

25.Track, follow up on return od used badges.

26. Send new hire nuclear badges added in spreadsheet to track it.

27. Assemble and prepare training binder packages for shipment

28. Send email notifications to employees with training binder tracking information

29. Receive NETS leak test and calibration results, scan and record them in leak test and calibration spreadsheets, and forward to manager.

30. Add all new hire equipment in Paylocity and asset list.

31. Send reminder emails to managers to collect company equipment from employees who have left the company.

32.Send managers shipping labels to return the equipment.

33. Update and maintain returned equipment records in Paylocity, Asset List, Verizon, and JAMF.

34. Manage and submit monthly Verizon spreadsheet reports to Finance.

35. Maintain spreadsheet records of Verizon employees’ data usage.

36. Order equipment, including safety vests, pants, hard hats, etc.

37. Manage in-house training sessions, including coordinating meals and necessary equipment.

38. Maintain accurate employee address records for label printing. 

39. Receives guests and answers questions in person and by telephone; responds to inquiries and refers, when necessary, to the appropriate person.

40. Accepts deliveries and distributes to proper person/place.

41.  Gathers, packages up and mails out equipment to employees and/or Managers.

42. Coordinate shipping of packages using UPS and FedEx.

43. Plan and coordinate office events and birthday celebrations.

44. Prepares conference rooms for meetings/guests.

45. Maintains listed office machines as required. (postage machine, copiers, shredders)

46. Prepares outgoing mail; sorts and distributes incoming mail.

47. Copies and distributions training and other binders to employees as requested.

48. Track all training binders in a spreadsheet and monitor distribution.

49.  Sends out mass company emails.

50. Monitors kitchen supplies and ensure the kitchen is clean and well stocked.

51. Monitors office supplies and e