Administrative Coordinator

Job Title: Administrative Coordinator

Employer: VIZIA Diagnostics Department: Administration Reports To: Operations Manager

Position Summary

The Administrative Coordinator provides front-desk, administrative, and operational support to VIZIA Diagnostics. This role serves as a primary point of contact for visitors and helps keep daily office activities organized and running smoothly.

Responsibilities include

maintaining records and reports, coordinating employee performance review and recruiting activities, assisting with finance and vendor administration, and planning company events and employee engagement initiatives. The Administrative Coordinator also supports leaders and departments with special projects and administrative needs as they arise.

This position is well suited for someone who is organized, dependable, service-oriented, comfortable working independently, and willing to shift between routine tasks and changing priorities.

Key Responsibilities

Front Desk & General Administrative Support

• Welcome visitors, coordinate building access, and provide front-desk support for employees, vendors, and guests.
• Manage incoming and outgoing mail, office supplies, kitchen supplies, company merchandise, employee badges, and other general office needs.
• Coordinate meeting meals, travel arrangements, and other administrative logistics.
• Maintain organized records, calendars, files, and tracking tools to support daily office operations.
• Provide general administrative assistance to employees, managers, and leadership as needed.

Company Culture & Employee Engagement

• Lead the Culture/Planning Committee and coordinate company events, holiday celebrations, employee appreciation activities, and team-building initiatives.
• Manage event logistics, including scheduling, budgets, catering, supplies, vendors, communications, and setup.
• Work with employees and leaders to plan activities that support employee engagement and company culture.

Finance, Vendors & Documentation

• Assist the Finance Manager with credit card and expense report reconciliation, including researching and resolving discrepancies.
• Track invoices, purchases, expenses, vendor information, and contract documentation.
• Provide regular updates on upcoming contract renewals and expiring agreements.
• Maintain organized documentation and written procedures for recurring administrative responsibilities.

Reporting & Systems Support

• Maintain spreadsheets, recurring reports, and tracking tools using Excel and other company systems.
• Gather, organize, and validate information for departmental reporting, leadership requests, and operational tracking.
• Coordinate employee performance review cycles, self-evaluations, and competency assessments using PerformYard.
• Maintain recruiting information in Greenhouse, assist with resume reviews, coordinate applicant communications and interviews, and follow up with candidates and hiring leaders.
• Maintain accurate records of contracts, renewals, and other recurring administrative deadlines.

Leadership & Cross-Functional Support

• Assist executive leadership and departments with special projects, presentations, Town Hall materials, research, and other administrative requests.
• Coordinate tasks and follow-ups across departments to help ensure deadlines and commitments are met.
• Identify practical ways to improve organization, tracking, and recurring administrative processes.
• Communicate updates, coordinate with internal and external contacts, and help address day-to-day operational needs as they arise.

Role Expectations

• Maintain a professional, welcoming, and organized front-desk environment.
• Work independently, manage recurring responsibilities, and follow through on assigned tasks.
• Balance routine administrative work with occasional time-sensitive requests and special projects.
• Handle confidential employee, financial, recruiting, and business information appropriately.
• Demonstrate flexibility, attention to detail, reliability, and a willingness to assist wherever needed.

Job Qualifications

• Associate or Bachelor's degree preferred.
• 1-2 years of experience as a coordinator or administrative role.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Strong verbal and written communication skills.
• Excellent organizational and multitasking abilities.
• Ability to work effectively in a fast-paced environment.
• Customer service-oriented mindset.

Physical Demands and Work Environment

• Frequently required to sit and stand.
• Occasionally required to walk and lift items up to 20 pounds.
• Continually required to utilize hand and finger dexterity.
• May involve exposure to office equipment and materials.
• The noise level in the work environment is usually moderate.