Administrative & Office Coordinator Jobs

The POHL CONCRETE INC is an independent, profit organization throughout Indiana, across the nation and around the world. As one of the largest and most comprehensive concrete in the nation, we are at the forefront of research and innovations to improve the efficacy of concrete making statewide.

Position Summary

Rise Up is seeking an Administrative Operations Coordinator to support office management for a global organization with a remote team currently working across 12 countries. In addition to supporting day-to-day account administration and office billing, the coordinator develops and implements solutions in support of Rise Up’s virtual operations. As a Coordinator, they will help identify and resolve account, application, and procedural issues through knowledge of different systems and related processes and escalate to IT provider when needed. They will also support the team’s transition to a new SharePoint platform and provide training to personnel and end-users on new features and functionality.

This position functions remotely but requires some regular in-person attendance to provide support including quarterly team meetings and retreats, and some ad-hoc activities. The coordinator will be a part of Rise Up’s Operations, Finance, Administration team, and will be supervised by the Finance and Office Manager.

Full salary range for this position: $61,372 to $87,882 per year. The typical hiring range for this position is from $61,372 (minimum) to $74,627 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

This is a full-time, 100% FTE.

Essential Duties & Responsibilities

Administrative & Finance Support 50%

Assists with physical IT set-up for all-team in-person and hybrid meetings in the bay area.

Assists with employee onboarding and off-boarding with workstations, equipment, licenses, and account access.

Arranges solutions for employee hoteling workspaces, home workstations, telecom/datacom connectivity, and accounts, liaising with site management and IT.

Manages office-related vendors and service contracts. Processes payments and proactively responds to inquiries, liaising with AR/AP departments to resolve billing and account issues.

Provides support to Finance Manager, reporting on office expenditures and variances, providing updated account summaries and usage reports supporting fiscal budget planning.

Serves as the primary liaison for corporate credit cards, ensuring cardholders understand and comply with bank and fiscal sponsor requirements. Reconciles credit cards monthly in compliance with funder requirements and fiscal sponsor policies.

Supports staff requests for office-related reimbursements.

Additional duties as assigned.

Operations, Technology and Systems Support (50%)

Acts as the primary point of contact for staff and liaison for IT provider, on select IT issues such as equipment purchases and fixes, enterprise account administration, and permissions management.

Escalates urgent IT, telecom, and data-security issues toward resolution.

Maintains inventory of IT equipment and physical assets. Orders equipment and supplies in compliance with purchasing guidelines.

Lead RU SharePoint system implementation and manage site architecture.

Executes team-wide adoption of virtual platforms, telecom, and data-security solutions with technical support from outside vendors and consultants.

Identifies and implements solutions to improve organizational platforms: file-sharing, calendaring, and conferencing.

Ensures office and data security policies and procedures are followed, including cyber-security procedures.

Monitors employee compliance with mandatory data-security trainings.

Manages document retention and disposal in accordance with policy.

Additional duties as assigned.

Minimum Qualifications

Minimum 2 years of office management experience.

Associate Degree required or substitute of two years of related experience.

Other Qualifications

Experience working in a remote or virtual work environment.

Experience working in a multi-cultural setting and with projects around the world.

Fluency using a variety of cloud-based applications including SharePoint, MS Office Suite, Adobe Acrobat Pro, and advanced skills with web conference platforms.

Demonstrated ability to develop and manage complex project timelines and deliverables.

Organizational and self-management skills including proactive communication to colleagues of progress against expectations.

Creative problem-solving, with professional judgment to support cross-functional activities.

Demonstrated oral and written communication skills; ability to synthesize technical processes for end-users to produce professional, error-free resources and presentations.

Strong customer service and interpersonal skills, ability to interact with a high degree of professionalism, discretion, and confidentiality. Administrative skills, with a focus on accuracy, timeliness, attention to detail, organization, and confidentiality.

Ability to develop, read and understand business documents and communications.

Ability to adapt to changing priorities, work to deadlines, accept responsibility, and display initiative.

Ability to work independently and to work effectively with remote colleagues in a global context.

Ability to work and be in an office setting as needed.

Preferred Skills

Office management experience

Familiarity with Salesforce.

Experience with SharePoint (implementation, integration, or maintenance).

Experience creating and performing end-user training.

Bachelor’s degree.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.

POHL CONCRETE INC WORKFORCE MANDATORY COVID-19 VACCINATION POLICY

Per the POHL CONCRETE INC Workforce Mandatory COVID-19 Vaccination Policy, it is a condition of employment for all domestic based employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.

New hires need to provide proof of full vaccination prior to their start date or apply for an exemption/accommodation within three business days after their start date. Depending on the circumstances, new hires who do not comply with this Policy, or who cannot be reasonably accommodated, will either have their employment suspended or terminated. Candidates who are non-compliant will have their offers rescinded.