Administrative Coordinator

Are You a Forward Thinker?

We are a rapidly growing organization, and we don't just accept change—we actively drive it. We are looking for an Administrative Coordinator who genuinely welcomes the evolution of marketing technology and is passionate about finding ways to "work smarter." In this role, you won't just follow existing manual processes; you will have the autonomy to execute multi-channel campaigns, design creative brand assets, and leverage marketing automation solutions to streamline repetitive administrative and content tasks. If you are an innovative, tech-forward professional who loves finding creative ways to simplify workflows and scale operations, you will thrive on our team.

Primary Purpose and Function

The Administrative Coordinator plays a vital role in supporting clients, company partnerships, vendors, and internal teams by managing communication channels, coordinating our LMS training platform (Guardian University), and maintaining accurate account data. This position blends customer support, basic IT triage, and training coordination with essential financial administrative duties. By serving as a critical backup to the Finance Coordinator and managing day-to-day operations, this role ensures seamless corporate workflows and an exceptional client experience.

Duties & Responsibilities

Customer Support & Account Management

Shared Inbox Management: Own and manage the main support email inbox. Triage, prioritize, and respond to incoming client, business partner (affiliate), and internal team inquiries via phone and email within 1 business day.
CRM Maintenance: Update and maintain client accounts in the current CRM (Keap) and the new CRM (Zoho), including managing contacts, company details, membership statuses, and processing cancellations.
Onboarding & Offboarding: Manage the administrative onboarding lifecycle for new clients, as well as the transition workflows for active or canceling accounts.
Reporting: Generate and distribute standard client reports (e.g., empowerment reports) and internal dashboards.
IT Triage: Serve as the initial point of contact for basic technical or service issues reported by teams or clients, troubleshooting minor bugs and escalating to our internal tech team when necessary.

Training Coordination

Training Inbox Management: Own and manage the training inbox, ensuring all inbound requests are addressed within 1 business day.
LMS Platform Support: Assist clients with training platform navigation, technical access issues, and general inquiries.
Demos & Sessions: Deliver interactive training platform demonstrations to clients and coordinate virtual or onsite training sessions.
Consultant Coordination: Source, contract, and schedule external consultants to assist with creating new training courses or delivering specialized training classes.
Metrics Tracking: Track, log, and report on training requests, user attendance, and client feedback.

Billing & Financial Operations (Backup Support)

Finance Backup: Serve as the primary operational backup for the Finance Coordinator to guarantee uninterrupted accounting workflows.
Client & Affiliate Billing: Monitor accounts to ensure all clients and affiliates are billed appropriately based on their membership tiers.
Internal Bill Management: Review and handle internal vendor invoices, team expense reports, and reimbursements.

Administrative Operations & Innovation

Document & Report Production: Produce polished internal and client-facing reports utilizing CRM data, Microsoft Excel, and Adobe Pro DC.
Office & Vendor Management: Manage office supply inventory, handle ordering processes, coordinate deliveries, and maintain vendor relationships.
Process Improvement: Participate regularly in team meetings to analyze client feedback, evaluate behavior metrics, and recommend process or retention improvements.
Vendor Referrals: Handle and process customer requests for approved third-party vendor services.
AI Automation: Research and implement emerging AI tools and digital solutions to automate manual billing, reporting, and administrative tasks.
Workflow Evaluation: Continuously evaluate existing workflows to identify bottlenecks, offering innovative solutions to streamline and simplify processes.
Scalability: Partner with leadership to introduce technology that eliminates data lags, ensuring our financial operations can seamlessly scale alongside our rapid company growth.

Requirements

Knowledge, Skills, and Abilities

Organizational Excellence: Strong organizational and time-management skills with a proven track record of prioritizing high-volume tasks and following through independently.
Professional Communication: Exceptional written and verbal communication skills tailored for a B2B client-facing environment.
Technical Proficiency: Experience managing shared inboxes and ticketing queues. Advanced proficiency with CRM systems, Microsoft Excel, and Adobe Pro DC is highly preferred.
Problem-Solving Mindset: Service-oriented, detail-focused, and comfortable troubleshooting basic technical/IT issues.

Physical Requirements

Work is predominantly performed in a home office environment and requires the ability to sit for extended periods, use a computer keyboard and mouse proficiently, and have good near vision for close-up work. Must have the ability to walk short distances and/or drive a vehicle to deliver and pick up materials. Occasional light lifting may be required.

Other Information

Location: 100% Remote (Candidates can be based anywhere within the United States).
Hours: Full-time, 40 hours per week. Must be available to work a fixed schedule of 8:00 a.m. to 5:00 p.m. PST, Monday through Friday (regardless of local candidate time zone).
Travel: This position requires the ability to go on 1–2 business trips per year.
Benefits: Medical/Dental/Vision, Paid Vacation and Sick Leave.

Apply Here

Job Posting: Administrative Coordinator