Administrative Coordinator

Position Summary

The Administrative Coordinator provides comprehensive administrative, HR, and financial support to ensure efficient day-to-day operations. This role supports payroll processing, hiring and onboarding activities, cost tracking, records management, and internal coordination across teams. The ideal candidate is highly organized, detail-oriented, and experienced in handling confidential information while supporting both operational and compliance-driven functions.

Key Responsibilities

Human Resources & Staffing Support

• Assist with payroll processing, timekeeping verification, and coordination with payroll providers.
• Prepare and issue offer letters, employment agreements, and onboarding documentation.
• Coordinate new hire onboarding, including orientation scheduling, system access, and required paperwork.
• Support HR functions such as benefits enrollment, employee records maintenance, and status changes.
• Maintain personnel files in compliance with company policies and applicable regulations.

Administrative & Operational Coordination

• Coordinate procurement, assignment, and tracking of company equipment (laptops, phones, badges, etc.).
• Maintain accurate records, files, and logs for administrative, HR, and operational activities.
• Serve as a point of contact for internal staff regarding administrative and HR-related inquiries.
• Support compliance tracking for employee certifications, licenses, and training requirements.

Financial & Cost Management Support

• Track project and operational costs, including labor, overhead, and administrative expenses.
• Assist with cost management, budgeting support, and reconciliation of invoices and expense reports.
• Prepare cost summaries, logs, and reports to support management and project teams.

Compliance & Small Business Certifications

• Assist with tracking, maintaining, and renewing small business certifications (e.g., DBE, SBE, WBE, MBE, or similar).
• Support documentation preparation and recordkeeping for audits, compliance reviews, and reporting requirements.

Required Qualifications

• Minimum 3–5 years of experience in an administrative, HR, or operations support role.
• Experience with payroll processing, onboarding, and preparing offer letters.
• Familiarity with HR functions, including benefits enrollment and employee record management.
• Experience with cost tracking and cost management in a professional services or project-based environment.
• Strong recordkeeping skills with the ability to manage confidential information.
• Experience supporting or maintaining small business or professional certifications is required.
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with HRIS, payroll, or accounting systems is a plus.

Preferred Qualifications

• Experience in engineering, construction, consulting, or public-sector environments.
• Knowledge of compliance requirements related to labor, payroll, and certifications.
• Strong organizational, communication, and multitasking skills.

Core Competencies

• Attention to detail and accuracy
• Confidentiality and professionalism
• Time management and prioritization
• Strong written and verbal communication
• Cross-functional coordination and problem-solving

Pay: From $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: Hybrid remote in Long Beach, CA 90808