Administrative Coordinator

Role Summary

The Administrative Coordinator provides day-to-day administrative and operational support across finance, operations, and business stakeholders. This role is critical to ensuring accurate processing of financial documents, timely coordination of internal requests, and smooth execution of administrative workflows. The position requires strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Administrative & Operational Support

• Serve as a primary point of contact for internal administrative requests, ensuring timely follow-up and resolution.
• Coordinate day-to-day operational tasks across multiple teams and stakeholders.
• Maintain organized records of administrative and financial documentation.

Financial & Document Coordination

• Process, track, and distribute financial documents such as checks, scanned records, and related confirmations.
• Coordinate timesheet requests and follow up with employees to ensure timely submissions.
• Ensure accuracy and completeness of documentation prior to sharing with finance or leadership teams.

Communication & Coordination

• Communicate clearly and professionally with internal teams and distribution lists regarding status updates (e.g., received checks, pending actions, document availability).
• Liaise with cross-functional partners to support operational and administrative initiatives.
• Support leadership and team members by proactively identifying missing information or bottlenecks.

Process & Compliance Support

• Follow established administrative and financial processes to ensure compliance with internal controls.
• Assist in improving documentation flow, tracking mechanisms, and response timelines.
• Ensure confidentiality and proper handling of sensitive financial and employee information.

Required Qualifications

• At least an Associates degree or equivalent practical experience in business administration, operations, or a related field.
• Resides in the Seattle Metro area.
• 2–4+ years of experience in an administrative, operations, or coordinator role.
• Strong organizational and time-management skills with high attention to detail.
• Proven ability to manage multiple requests simultaneously and meet deadlines.
• Excellent written and verbal communication skills.

Preferred Qualifications

• Experience supporting finance, payroll, or operations teams.
• Familiarity with timesheet management, invoice/check tracking, or financial documentation workflows.
• Experience working in a distributed or cross-functional corporate environment.
• Proficiency with Microsoft 365 tools (Outlook, Excel, Teams, SharePoint).

Key Competencies

• Detail-oriented and highly organized
• Proactive and dependable
• Strong follow‑through and accountability
• Professional judgment and discretion
• Collaborative and service-oriented mindset

Success Profile (What to Screen For)

• Candidates who have supported financial administration or operations, not just general office tasks
• Comfort interacting with multiple stakeholders and leadership teams
• Demonstrated experience handling confidential documents and time‑sensitive requests
• Ability to operate independently with minimal supervision.
• Has a WA driver''s license and complete access to a working automobile.