Job Description

Position Summary

The Administrative Coordinator is responsible for ensuring the organization's administrative operations remain organized, compliant, and current across all business platforms, regulatory portals, procurement systems, and contractual obligations. This role serves as a key member of the executive support team, coordinating procurement opportunities, proposals, and Requests for Proposals (RFPs), while maintaining critical company records and documentation.

The ideal candidate is highly organized, detail-oriented, technologically advanced, and capable of leveraging modern software platforms, cloud-based systems, AI tools, and digital technologies to improve efficiency, streamline workflows, and support organizational growth.

Key Responsibilities

Corporate Compliance & Administration

1. Maintain the organization's registrations, certifications, and company profiles across all government, funding, procurement, vendor, and regulatory platforms.
2. Ensure all company contracts, licenses, certifications, insurance documents, and required corporate filings remain current and compliant.
3. Monitor renewal deadlines and coordinate timely submissions to prevent lapses in compliance.
4. Maintain accurate electronic and physical records of all corporate documents, contracts, policies, and legal files.
5. Coordinate document collection and submissions for audits, compliance reviews, and regulatory requests.

Procurement & Contract Management

1. Monitor procurement portals and identify relevant bid opportunities.
2. Coordinate the preparation, submission, and tracking of procurement applications, proposals, bids, and Requests for Proposals (RFPs).
3. Work collaboratively with internal departments to gather required documentation and supporting materials.
4. Maintain procurement calendars and ensure all submission deadlines are met.
5. Track awarded contracts and coordinate ongoing reporting and compliance requirements.

Executive Support

1. Work alongside the Executive Team to support strategic initiatives and organizational priorities.
2. Prepare reports, presentations, executive correspondence, and board materials.
3. Coordinate meetings, monitor project timelines, and follow up on action items.
4. Assist with cross-departmental projects and organizational initiatives.
5. Serve as a liaison between executive leadership and internal and external stakeholders.

Document & Information Management

1. Maintain and organize all corporate records and company documentation.
2. Develop and maintain document management systems that ensure version control, accessibility, and compliance.
3. Keep organizational templates, policies, procedures, and forms current.
4. Ensure the confidentiality and security of sensitive company information.

Technology & Systems Management

1. Utilize technology to improve administrative efficiency and automate routine processes.
2. Maintain and update information across multiple online platforms, databases, and cloud-based systems.
3. Leverage AI tools and modern business software to increase productivity and improve workflow management.
4. Assist in evaluating and implementing new technologies that enhance organizational operations.
5. Troubleshoot basic software and system issues and coordinate with vendors when necessary.

Qualifications

1. Bachelor's degree preferred in Business Administration, Public Administration, or a related field.
2. 3–5 years of administrative, executive support, procurement, contract administration, or project coordination experience.
3. Experience with procurement platforms, government contracts, and RFP processes is strongly preferred.
4. Must be technologically advanced and highly proficient with Microsoft Office 365, Google Workspace, Adobe Acrobat, cloud-based document management systems, CRM platforms, AI tools (such as ChatGPT or Microsoft Copilot), and other modern business applications.
5. Ability to quickly learn and adapt to new software platforms and emerging technologies.
6. Excellent organizational, analytical, and project management skills.
7. Exceptional written and verbal communication skills.
8. Ability to manage multiple priorities while maintaining a high level of accuracy and professionalism.

Core Competencies

1. Executive Support
2. Project Coordination
3. Corporate Compliance
4. Procurement & RFP Management
5. Contract Administration
6. Technology & Digital Systems Proficiency
7. AI & Process Automation
8. Document Management
9. Organizational Excellence
10. Critical Thinking & Problem Solving
11. Time Management
12. Professional Communication
13. Confidentiality & Integrity

Experience Required

3-4 years