Administrative Coordinator

Job Description

Job Description

POSITION SUMMARY:

The Administrative Coordinator serves as the first point of contact for visitors and callers while coordinating the daily administrative functions of the Phoenix Indian Center. This position is responsible for providing exceptional customer service, maintaining an organized and welcoming office environment, coordinating office operations, managing meeting spaces, supporting facilities and vendor coordination, and providing administrative support to organizational staff. The Administrative Coordinator plays a key role in ensuring efficient day-to-day office operations while supporting organizational initiatives and maintaining a positive experience for clients, visitors, volunteers, and team members.

KEY RESPONSIBILITIES:

Front Desk & Customer Service

• Serve as the primary receptionist and first point of contact for all visitors, clients, volunteers, and vendors.
• Answer, screen, and direct incoming telephone calls.
• Welcome visitors and provide excellent customer service.
• Monitor visitor sign-in and parking validation procedures and building access.
• Receive and distribute deliveries and packages.
• Receive and route general organizational email inquiries.
• Maintain a professional and welcoming reception area.
• Coordinate visitor hospitality.
• Assist with training temporary reception team members, interns, or volunteers as assigned.

Office Administration

• Order and maintain inventory of office and breakroom supplies.
• Coordinate copier, printer, and office equipment maintenance as needed.
• Coordinate employee business card orders.
• Coordinate shredding services.
• Support organization-wide administrative projects.

Facilities & Office Coordination

• Serve as the primary point of contact with property management.
• Coordinate with property management and vendors regarding facility issues.
• Submit and monitor maintenance work orders.
• Ensure common areas remain organized and professional.
• Monitor office signage and facility appearance.

Calendar & Meeting Coordination

• Manage conference room and meeting space calendars.
• Prepare meeting rooms for internal and external meetings.
• Assist with scheduling organization-wide meetings.
• Maintain organizational holiday calendar.

MINIMUM QUALIFICATIONS:

• Associate's degree in Business Administration, Office Administration, or related field preferred. Equivalent combination of education and experience considered.
• Minimum three (3) years of progressively responsible administrative experience.
• Experience supervising administrative or front desk staff preferred.
• Strong organizational, communication, and customer service skills.
• Proficiency in Microsoft Office and cloud-based office systems (Google Workspace, scheduling tools, Smartsheet or similar).
• Ability to manage multiple priorities and maintain confidentiality.
• Nonprofit and/or experience working with the American Indian community preferred.

PREFERENCE:

In accordance with the Indian Preference Policy, preference is given to American Indians. To claim American Indian preference, a copy of tribal affiliation must be submitted with resume and supplemental information form.

Note - All staff requirements:

• Must have or able to obtain a State of Arizona Department of Public Safety Fingerprint Clearance Card within 90 days
• Dependable transportation, valid driver’s license, and automobile insurance coverage in compliance with Center requirements