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Administrative Coordinator

Location: Hybrid/Fort Worth

Reports To: Owner

Job Type: Full-Time

Overview: The Administrative Coordinator will play a crucial role in ensuring the smooth operation of our agency by providing comprehensive administrative support to the owner and the team. This role involves a variety of tasks, including booking meetings, managing invoices, setting client appointments, coordinating with the marketing team, and assisting the Group Account Manager with client quotes and service work. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple responsibilities efficiently.

Key Responsibilities:

  • Support to the Owner:

    • Assist the owner with daily administrative tasks, including managing their calendar, booking meetings, and preparing necessary documentation.

    • Handle confidential information with discretion and professionalism.

    • Act as a liaison between the owner and internal/external stakeholders, ensuring effective communication.

  • Meeting & Appointment Management:

    • Schedule and coordinate meetings for the owner, including client meetings, internal team meetings, and other appointments as needed.

    • Ensure all meetings are set up with necessary resources, including meeting agendas, materials, and technology requirements.

    • Manage follow-ups and action items from meetings, ensuring tasks are completed in a timely manner.

  • Invoice Management:

    • Process and pay invoices, ensuring accuracy and timeliness.

    • Coordinate with the finance department to ensure smooth processing of payments.

  • Client Appointment Coordination:

    • Schedule and confirm client appointments, ensuring alignment with client preferences and availability.

    • Prepare and organize materials for client meetings, including presentation decks, proposals, and service agreements.

    • Provide clients with timely updates and confirmations regarding their appointments.

  • Coordination with Marketing Team:

    • Collaborate with the marketing team to ensure alignment on scheduling and campaign timelines.

    • Assist in the execution of marketing initiatives, including event planning, campaign tracking, and promotional material distribution.

    • Maintain a calendar of marketing activities and ensure that deadlines are met.

  • Support to Group Account Manager:

    • Assist the Group Account Manager with the preparation of client quotes, including gathering necessary data and documentation.

    • Support service work by coordinating with various departments to ensure client needs are met in a timely manner.

    • Assist in managing client accounts by providing administrative support, including updating client records and tracking service delivery.

Qualifications:

  • Education & Experience:

    • High school diploma or equivalent; Associate’s or Bachelor’s degree in Business Administration or a related field preferred.

    • 2+ years of experience in an administrative or coordinator role, preferably in a professional services environment.

  • Skills:

    • Strong organizational and time management skills, with the ability to manage multiple tasks and prioritize effectively.

    • Excellent communication skills, both written and verbal.

    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling and accounting software.

    • Ability to work independently and collaboratively in a fast-paced environment.

    • Attention to detail and problem-solving skills.

  • Personal Attributes:

    • High level of professionalism and confidentiality.

    • Strong interpersonal skills with the ability to interact with clients and team members at all levels.

    • Proactive and resourceful, with a strong sense of initiative.

Benefits:

  • Competitive salary and benefits package.

  • Opportunities for professional development and career growth.

  • Positive, flexible and collaborative work environment.

How to Apply: Interested candidates should submit a resume and cover letter outlining their qualifications and experience to leslie@theshieldsagency.com