Administrative Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Assist staff and clients throughout the certification process

• Organize and manage client data and documentation

• Maintain program files and client records

• Collaborate with staff and contract auditors

• Input client information into databases

• Issue certificates, work orders, and invoices

• Provide support to Technical Coordinators/Associates and the Program Manager in certification administration

• Contribute to the development of process efficiencies

• Arrange travel for Technical Coordinators/Associates and team members

• Complete database uploads and manage client package data

• Generate certificates and dispatch them to clients

• Assist with administrative tasks and communicate with clients as needed

• Oversee client databases and records, including applications, reports, certificates, work orders, and invoices

• Ensure program compliance with SCS Global Services quality management system

• Maintain new, existing, and archived program files

• Coordinate travel bookings for auditors and staff

• Create and send invoices for new clients, including expense reports and received invoices

• Aid in the creation of work orders for renewal clients

• Review expense reports from contractors, vendors, and regional auditors

• Dispatch work orders, invoices, certificates, and other necessary documents to clients

• Monitor and manage client deadlines for program communications

• Establish and communicate project milestones and deadlines to staff and contract auditors

• Assist customers with audit scheduling

• Manage travel budgets for auditors and support their calendars

• Execute travel bookings and logistical arrangements

⛳️ Requirements

• High School Diploma or equivalent general education

• Experience in data management

• Background in organization and customer service

• Exceptional organizational skills with a keen attention to detail

• Strong observational and data management abilities

• Capacity to complete time-sensitive projects while providing realistic deadlines

• Initiative and capability to work independently; responsive and adaptable to team environments

• Ability to switch tasks swiftly and comfortably

• Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook

• Excellent communication skills with demonstrated critical analysis capabilities

• Proficient in written communication in English and Spanish, with potential for phone conversations

• Associate's Degree in a related field is preferred

• Experience with Salesforce is preferred

🏝️ Benefits

• Remote, home-office based position

• Flexible working arrangements

• Opportunities for travel including local, domestic, and/or international trips