Overview
Administrative Coordinator Jobs in Scottsdale, AZ at Headfarmer
Title: Administrative Coordinator
Company: Headfarmer
Location: Scottsdale, AZ
Position Overview
We are seeking a highly organized and service-oriented Administrative Coordinator to support senior leadership and contribute to the efficient operation of a professional corporate office environment. This position plays an important role in maintaining day-to-day office functions, coordinating executive administrative needs, and assisting with company meetings and events.
The ideal candidate is proactive, detail-oriented, adaptable, and comfortable balancing multiple priorities while providing exceptional internal and external customer service.
Key Responsibilities
Administrative & Office Support
- Serve as a primary point of contact for visitors and guests, ensuring a professional and welcoming office experience.
- Coordinate incoming and outgoing correspondence, packages, and deliveries.
- Maintain conference rooms and shared office spaces to ensure readiness for meetings and daily use.
- Assist with scheduling and management of shared office resources and calendars.
- Monitor office supplies and coordinate replenishment of inventory as needed.
- Support document preparation, filing, record maintenance, and general administrative projects.
- Assist with technology-related office needs and collaborate with internal resources to resolve issues.
- Provide notary services when required or obtain certification within a designated timeframe.
Meeting & Event Coordination
- Assist with planning and execution of internal meetings, training sessions, and company-sponsored events.
- Coordinate logistics including room setup, catering, audiovisual equipment, and meeting materials.
- Track event-related expenses and assist with invoice processing and budget monitoring.
- Ensure all event details are executed efficiently and professionally.
Executive Administration
- Provide direct administrative support to senior leadership team members.
- Manage calendars, appointments, and scheduling priorities.
- Coordinate travel arrangements, registrations, accommodations, and related logistics.
- Prepare, edit, and proofread correspondence, presentations, and other business documents.
- Assist with expense reporting, reimbursements, and related administrative processes.
Qualifications
- High school diploma or equivalent required.
- Prior experience in an administrative, office coordination, executive support, or customer-facing role preferred.
- Ability to obtain notary certification within the first few months of employment.
- Strong organizational and time-management skills with the ability to manage competing priorities.
- Excellent verbal and written communication skills.
- Proficiency with common business software applications and office technology.
- High attention to detail and commitment to accuracy.
- Demonstrated initiative, professionalism, and problem-solving ability.
- Ability to adapt to changing priorities and learn new systems quickly.
Desired Attributes
- Positive, collaborative attitude.
- Strong customer service mindset.
- Resourceful and self-motivated.
- Dependable and trustworthy when handling confidential information.
- Comfortable working both independently and as part of a team.
