Administrative Coordinator

SUMMARY:

The Administrative Coordinator performs a variety of tasks related to assisting the Executive Assistant and supporting the Executive team of the organization. Tasks include administrative functions, Vehicle Fleet management, support of the Reception desk, and planning and executing events. 

MINIMUM QUALIFICATIONS:  

• Associates degree or related experience 

• Minimum of three (3) years of administrative support or customer service experience; preferably experience supporting the C-level 

• Ability to learn new software quickly  

• Graphics and presentation program experience a plus 

TECHNICAL JOB KNOWLEDGE: 

• Provides direct support to the reception team, addresses inquiries, manages communications (phone, email, faxes), and ensures front desk coverage 

• Assists the Executive Assistant and Leadership Team with administrative tasks, scheduling, and provides backup support as needed 

• Organizes, scans, maintains physical and digital files, processes registration documents, and manages correspondence related to emissions, recalls, and registrations 

• Manages the check-in / out processes for loaner vehicles, handles documentation for vehicle sales, tracks transportation for vehicle-related services, and maintains vehicle records 

• Inputs gas overage data, maintains logs (e.g., mail, maintenance), updates databases, and compiles checklists for vehicle kits 

• Orders and coordinates meals for meetings and events and assists with ad-hoc meeting needs 

• Assists with tracking and coordinating transportation expenses, and reconciles AMEX and KBB data 

• Communicates with project teams and trade partners regarding security protocols, processes background checks, tracks badging, and maintains driver eligibility documentation 

• Participates in training and onboarding new administrative staff and provides guidance to receptionists on notary processes 

• Logs and handles document tracking issues, escalates fleet-related issues, troubleshoots security-related problems, and contributes to improving administrative workflows 

CORE COMPETENCIES FOR THE ROLE: 

• Autonomy + Accountability 

• Usually works autonomously within established procedures and practices 

• Completes work with a limited degree of supervision   

• Can coordinate the work of others but not a supervisor  

• Accountable for work within own role only, but work completed impacts team and / or projects  

• Business Impact 

• Impacts own team, adjacent teams 

• Suggests improvements to modify work practices and processes to achieve results or improve efficiency  

• Talent Development 

• Has no supervisory responsibilities 

• Can provide informal guidance and support team members with less experience  

• Problem Solving + Resiliency 

• Recognizes and solves typical problems that can occur in own work project / department 

• Evaluates and selects solutions from established options  

DAVIS CORE VALUES: 

• TRUST 

• Excellence in Service – Fulfilling our clients’ highest expectations 

• Inclusion – Ensuring a culture of respect and acceptance, where all employees have a sense of purpose and belonging 

• Integrity – Exhibiting honesty and fairness while holding ourselves accountable for our actions 

• Building Relationships – Creating and maintaining strong partnerships through leadership, creative solutions and hard work