Administrative Coordinator

Vintti specializes in providing US companies with a financial edge through smart staffing solutions. We bridge the gap between American businesses and Latin American talent, offering access to a vast pool of skilled professionals at competitive rates. This approach enables our clients to scale their operations more efficiently, reduce hiring costs, and invest in growth opportunities without compromising on quality.

An Administrative Coordinator plays a vital role in ensuring the smooth operation of an organization's day-to-day activities. This position typically involves overseeing and streamlining administrative processes, managing schedules, coordinating meetings, and maintaining effective communication across departments. An Administrative Coordinator is often responsible for handling correspondence, preparing reports, and providing support to various teams to ensure efficiency and productivity. By maintaining organized records and facilitating office logistics, they help create a well-structured and dynamic work environment that enables business operations to run seamlessly.

- Proven experience as an administrative coordinator or similar role
- Proficiency in MS Office (MS Word, Excel, PowerPoint, Outlook)
- Familiarity with office management systems and procedures
- Excellent time management skills and ability to multitask and prioritize work
- Attention to detail and problem-solving skills
- Strong organizational and planning skills
- Excellent written and verbal communication skills
- High school diploma or equivalent; additional qualifications as an Administrative assistant or Secretary will be a plus
- Ability to handle sensitive information with discretion and maintain confidentiality
- Experience in handling office equipment (e.g., printers, fax machines)
- Familiarity with email scheduling tools (e.g., Microsoft Outlook)
- Basic understanding of expense report processing and reimbursements
- Demonstrated ability to coordinate various administrative tasks and ensure smooth operation of the office
- Strong interpersonal skills and the ability to collaborate effectively with various departments
- Familiarity with travel arrangement procedures and booking systems
- Capability to troubleshoot basic technical issues and liaise with IT support
- Knowledge of office policies and procedures development and implementation
- Ability to assist in organizing company events, activities, and employee engagement initiatives
- Proven data entry skills with accuracy and attention to detail
- Flexible and adaptable to changing priorities and workloads

- Manage and prioritize multiple administrative tasks and projects.
- Coordinate and schedule meetings, conferences, and appointments.
- Prepare and distribute meeting minutes and agendas.
- Organize and maintain physical and electronic filing systems.
- Handle incoming and outgoing mail and correspondence.
- Assist in the preparation of regularly scheduled reports.
- Develop and maintain a tracking system for office supplies.
- Reorder office supplies as needed.
- Coordinate travel arrangements for staff.
- Provide support to team members by managing calendars.
- Serve as the point of contact for internal and external clients.
- Process expense reports and reimbursements.
- Assist with the creation and editing of documents.
- Develop and implement office policies and procedures.
- Maintain and update contact lists and databases.
- Perform data entry with accuracy and confidentiality.
- Liaise with different departments for smooth workflow.
- Troubleshoot basic office equipment issues.
- Coordinate with IT for tech support and system maintenance.
- Assist in organizing company events and activities.
- Handle sensitive information confidentially.

The ideal candidate for the role of Administrative Coordinator is a proactive and self-motivated professional with proven experience in administrative coordination or a similar role. They possess exceptional organizational and time management skills, enabling them to efficiently manage and prioritize multiple tasks and projects. With a high degree of attention to detail and problem-solving abilities, they are adept at developing and maintaining office systems and procedures. Their proficiency in MS Office, coupled with a strong understanding of office management systems, ensures smooth and efficient operations. They are an excellent communicator, both written and verbal, with the ability to liaise effectively with internal and external clients, providing exceptional customer service. Discrete and trustworthy, the ideal candidate handles sensitive information with integrity and confidentiality. They are tech-savvy, capable of troubleshooting basic technical issues, and coordinating with IT support when necessary. A natural collaborator, they possess strong interpersonal skills and excel in a team environment. Adaptable and capable of thinking ahead, they anticipate needs and respond efficiently to changing priorities. With a positive attitude and a willingness to learn, they are eager to take on new challenges and contribute to the organization's success with reliability and professionalism.

- Manage and prioritize multiple administrative tasks and projects.
- Coordinate and schedule meetings, conferences, and appointments.
- Prepare and distribute minutes of meetings and agendas.
- Organize and maintain physical and electronic filing systems.
- Handle incoming and outgoing mail and correspondence, including email.
- Assist in the preparation of regularly scheduled reports.
- Develop and maintain a tracking system for office supplies and reorder as needed.
- Coordinate travel arrangements, including flight, hotel, and rental car bookings.
- Provide support to team members by managing calendars and scheduling appointments.
- Serve as the point of contact for internal and external clients.
- Process expense reports and reimbursements.
- Assist with the creation and editing of documents, spreadsheets, and presentations.
- Develop and implement office policies and procedures.
- Maintain and update contact lists and databases.
- Perform data entry and ensure accuracy and confidentiality of information.
- Liaise with different departments to ensure smooth communication and workflow.
- Troubleshoot and resolve basic office equipment issues.
- Coordinate with IT for tech support and system maintenance.
- Assist in organizing company events, activities, and employee engagement initiatives.
- Handle sensitive information in a confidential manner.

- Proactive and self-motivated
- Highly organized and detail-oriented
- Strong multitasking abilities
- Effective time management skills
- Excellent communication and interpersonal skills
- Adaptable to changing environments and priorities
- Discrete and able to handle confidential information with integrity
- Tech-savvy with the ability to troubleshoot basic technical issues
- Team player with a collaborative mindset
- Problem-solving aptitude
- Customer-service oriented
- High degree of professionalism and reliability
- Eager to learn and take on new challenges
- Positive and enthusiastic attitude
- Ability to think ahead and anticipate needs
- Strong sense of responsibility and accountability

- Competitive salary range
- Comprehensive health benefits (medical, dental, and vision)
- 401(k) retirement plan with company match
- Paid time off (PTO) and paid holidays
- Flexible work hours and remote work options
- Professional development and training opportunities
- Career advancement opportunities
- Tuition reimbursement program
- Employee assistance program (EAP)
- Wellness programs and gym membership discounts
- Company-sponsored events and team-building activities
- Friendly and collaborative work environment
- Commuter benefits and transportation subsidies
- Life and disability insurance
- Employee recognition programs
- Access to cutting-edge office technology and tools