Administrative Coordinator

  • Poland, Ohio
  • Summary: This position is responsible for providing confidential administrative support to the PDMI senior management team as well as the Human Resources Department.  This position is also responsible for general office/facilities management.

    In the performance of their respective duties and responsibilities, all PDMI employees are expected to conform to the following:
    • Perform quality work within deadlines with or without direct supervision.
    • Interact professionally with other employees, customers, and providers.
    • Work effectively as a team contributor on all assignments.
    • Work independently while understanding the necessity for communicating and coordinating work efforts with other employees, teams, and departments.

    Essential Duties and Responsibilities include the following.  Other duties may be assigned.

    Administrative (65%):
    • Provides administrative support to the PDMI senior management team including, but not limited to, coordinating complex travel arrangements and travel itineraries, managing calendars, scheduling of meetings, and coordinating conference registrations.
    • Works with PDMI Property Manager to coordinate building maintenance via SharePoint.
    • Assists the Human Resources Department with various aspects of onboarding including preparing new hire workspace, providing requested supplies, ordering name plate, business cards, etc.
    • Tracks and replenishes office supplies, conference room supplies, and break room supplies by performing weekly checks of supplies on-hand.
    • Daily mail responsibilities which include retrieving mail from post office, sorting and distributing incoming and outgoing mail (both PDMI locations); interacts with courier companies.
    • Assists PDMI Controller by tracking petty cash and coffee money.
    • Operates standard office equipment including postage meter, UPS machine, facsimile, scanner, binding equipment.

    Customer Service (15%):
    • This position serves as the first point of contact for clients, vendors, employment applicants and the public and is responsible to maintain the lobby area, greet and directs all visitors, and ensure completion of sign-in and security procedures.

    Event Coordinator (20%):
    • Accommodates client visits and ensures that conference rooms and common areas are clean and well-stocked.
    • Facilitates activities such as monthly celebrations, retirement celebrations, donation barrels and basket raffles.
    • Organizes annual Summer Picnic and Christmas Party.

    Supervisory Responsibilities:
    This job has no supervisory responsibilities, although some training will apply to the following:
    • Share knowledge of duties and equipment operations with fellow employees. 
    • Share knowledge of location of items necessary in the ordinary course of business.

    Competencies, Skill and Other Requirements:   
    • Exceptional Microsoft Office skills including Outlook, Word, Excel, and PowerPoint.
    • Ability to develop and grow strong working relationships across all levels of PDMI.
    • Self-starter who is flexible, adaptable and able to develop creative solutions to problems.
    • Strong attention to detail and results-oriented.
    • Strong interpersonal and organizational skills.
    • Excellent verbal and written communication skills.
    • Ability to work independently as well as part of a team. 
    • Valid driver’s license as travel to post office, store, lunch pick-up, etc. is required.
    • Willingness to enhance growth and development through educational programs, seminars, etc. 

    Education and/or Experience:                 
    Minimum high school diploma; two or four-year college degree preferred.
    Experience as an Administrative Coordinator in a professional office setting.

    Physical Demands The physical demands described here are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the described essential functions.

    While performing the duties of the job, the employee is regularly required to talk and hear.  The employee is frequently required to sit and use their hands and fingers to handle or feel.  The employee is occasionally required to stand, walk, and reach with hands and arms.  The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision and distance vision.

    Work Environment The work environment characteristics described here are representative of the environment the employee will encounter while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the described essential functions.  The noise level in the work environment is usually quiet to moderate.