Position Overview
We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team. The Administrative Coordinator will be responsible for a variety of administrative tasks, including trade show registration, document management, coordinating training schedules, managing various programs, handling communication with contractors and vendors and analyzing information to create report. Must have very good knowledge of MS Excel features, functions, and formulas as well as creating, editing, and formatting Excel spreadsheets.
Key Responsibility include but are not limited to the following:
**Phocus BI Software – prepare, schedule and run reports
**Travel Coordination- flights, hotels, dinners, trips, etc.
**Trade Show Registration
- Registering for tradeshows on behalf of the company.
- Maintaining records of trade show registrations and related documentation.
**Document Control
- Matching pick tickets to reports and scanning/filing them on the server (F drive).
- Scanning UPS Detail Reports and filing them in the (F drive).
- Managing Zurn orders, including scanning and filing in the (F drive).
- Handling labor claims for contractors.
- Processing RGA (Return Goods Authorization) forms for contractors.
- Managing MDF (Market Development Fund) allocation and balances.
**Training Schedules
- Maintaining schedules for level 2 and level 3 training sessions.
- Ordering literature and materials for training.
- Setting up training materials prior to classes.
- Tracking and following up with training attendees.
- Managing NSS (National Sales Seminar) renewal attendees.
**Contractor Connection and Communication
- Maintaining communication with contractors in our region.
- Managing communication related to NSS contractor participation.
**Mailings and Marketing
- Assisting with mailings and marketing efforts as needed.
**Program Management
- Managing various programs, including Plumbers Programs, Builders Programs, Housing
Authority Programs, and LP Programs.
- Coordinating valve kits distribution and tracking.
- Handling product registration and reimbursement processes.
- Managing serial number registration for Multi Residential Warranty.
- Points registration for Housing Authority Programs.
**Events Coordination
- Coordinating housing authority shows, counter days, golf tournaments, and trade shows.
- Scheduling attendees for events.
- Handling registration, payment, and vendor invoicing for trade shows and golf outings.
Qualifications
This comprehensive job description outlines the combined responsibilities of the Administrative Coordinator, including both administrative and warehouse-related duties, to ensure the efficient operation of various aspects of our organization.
- Previous experience in administrative or coordinator roles, is a plus.
- High attention to detail and strong organizational skills.
- Excellent communication (both written and verbal) and interpersonal skills.
- Proficiency in document management and file organization.
- Strong organizational skills with the ability to multitask and prioritize tasks effectively.
- Basic understanding of warehouse operations and inventory management.
- Proficient in computer applications such as Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Phocus BI Software
- Attention to detail and ability to proofread documents for errors.
- Familiarity with order entry systems and processes.
Note: This job description is not intended to be all-inclusive. The employee may perform other related duties as required to meet the ongoing needs of the organization.
Job Type: Part-time
Pay: $20.00 - $22.00 per hour
Expected hours: No more than 25 per week
Schedule:
Ability to commute/relocate:
- Brockton, MA 02302: Reliably commute or planning to relocate before starting work (Preferred)
Application Question(s):
- Must have very good knowledge of MS Excel features, functions, and formulas as well as analyzing information and creating, editing, and formatting Excel spreadsheets.
Experience:
- administrative support: 3 years (Required)
Work Location: In person