Administrative Coordinator-32712

Company Overview:

The Harvard Companies include entities working to serve the business community in the janitorial and protection services areas. Harvard Maintenance and Harvard Protection are two of the largest and fastest growing, privately owned providers of high quality janitorial and security services in the United States. We are an industry leader and are well known for our innovative thinking and entrepreneurial spirit. Our success over the last fifty years stems from Harvard's Inverted Pyramid, which recognizes that our front-line employees are the most important people in our organization. The Inverted Pyramid ensures that our employees feel valued, are given the tools to be successful, and are empowered to execute in their roles. People are also at the center of our Core Values. Our People First core value clearly states that "we are a family organization that promotes respect and embraces diversity".

Job Summary:

We are seeking a Administrative Coordinator to join our team! The Administrative Coordinator will be responsible for training employees, checking on work quality, and providing support as needed. The schedule requires flexibility. You will also be responsible for maintaining a clean and orderly environment.

Serve as the on-site receptionist, managing inquiries and supporting the Vice President General Manager.
• Provide comprehensive administrative support to the Operations team and maintain professional relationships across departments.
• Work both independently and collaboratively on recurring and special projects.
• Handle a variety of administrative tasks, often involving confidential or sensitive information.
• Maintain inventory of uniforms and coordinate uniform orders with vendors.
• Create and distribute Harvard ID badges.
• Manage office supply inventory and restock as necessary.
• Place especial orders for designated sites or clients as needed.
• Track and respond to inquiries related to Certificates of Insurance (COIs).
• Process expense via Certify.
• Be the primary point of contact for incoming phone calls; take and relay accurate messages.
• Coordinate shipping and receiving of FedEx packages.
• Perform daily mail pick-up and drop-off.
• Submit check requests as needed.
• Schedule service and maintenance for the facility.
• Coordinate returns of corporate equipment (cellphones, laptops) using the proper forms.
• Follow up on supply and equipment orders for new startups, including mechanical parts and repair estimates.
• Perform AP invoice coding, submit invoices for approval, verify billing accuracy, and ensure timely follow-up until payment is received.
• Send monthly reports on supplies and uniforms to Maribel.
• Send monthly inspection and work order reports to Building Management.
• Maintain SDS (Safety Data Sheet) folders for new accounts.
• Open work tickets as needed.
• Assist with vendor setup and onboarding.
• Perform other duties and special projects as assigned.

• Min 2 years of experience
• Customer service skills
• Multitask
• Computers skills required
• Organizational skills

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