Administrative Coordinator

Position Summary

The Administrative Coordinator supports daily office operations, client-facing coordination, shipping and receiving activities, inventory tracking, purchasing support, vendor reconciliation, and general administrative functions for WCA Technologies, Inc. This role helps ensure the office operates efficiently, visitors and clients receive professional service, internal teams are supported, and administrative tasks are completed accurately and on time.

Key Responsibilities

  • Answer incoming phone calls and route them to the appropriate employee or department. 
  • Greet visitors professionally, escort them to the conference room, offer refreshments, and notify the appropriate internal contact. 
  • Coordinate shipping and receiving activities, including labeling deliveries, tracking shipments, and notifying the appropriate department. 
  • Support clients and internal equipment logistics, including pickups, drop-offs, retail order pickups, and mail receiving duties. 
  • Assist with purchase orders and sales orders, including updating tracking information and serial numbers. 
  • Monitor and maintain office supplies, office equipment, technician to-go bags, internal inventory, and designated client inventory. 
  • Maintain a clean, organized, and professional office environment, including the staff room, kitchen, conference room, equipment areas, and shared workspaces. 
  • Enter and update vendor-related bills in QuickBooks.
  • Assist with accounts receivable follow-up and process remote deposits for manual checks.
  • Maintain accurate daily time entries in ConnectWise and submit timesheets by required deadlines.

Qualifications and Skills

  • Strong organizational skills and attention to detail. 
  • Professional communication skills and the ability to interact courteously with clients, visitors, vendors, and employees.
  • Ability to manage multiple administrative priorities in a fast-paced office environment. 
  • Basic proficiency with Microsoft Office applications (Word, Excel, Outlook and PowerPoint) and Adobe Forms.
  • Ability to handle confidential information and represent the company professionally. 
  • Experience with ConnectWise, IT Glue, ticketing systems, purchasing processes, or inventory tracking is a plus.

Key Competencies

  • Ability to prioritize multiple tasks in a fast-paced environment
  • Self-motivated and ability to work independently and proactively
  • Has excellent attention to detail and executes responsibilities with a sense of urgency
  • Strong customer service skills
  • Excellent interpersonal, organizational, communication, problem solving skills

Benefit Package Includes

  • Health, Dental, Vision, Life, Disability Insurance Coverage
  • 401(k) Retirement Plan
  • Flexible Spending Account
  • Profit Sharing
  • Commuter/TransitChek Reimbursement
  • Mobile Plan Reimbursement
  • Vacation, Personal, Parental Leave
  • Professional Development Assistance