Department Administrator

Full-Time | In-Person

 

Do you love to bring order and organization to projects? Do you have an eagle eye for detail? Do you thrive on keeping things running smoothly and enjoy solving problems? Are you excited by the idea of serving clients, supporting your team, and contributing to your community?

 

We are seeking a Department Administrator to play a pivotal role in supporting the efficient operation of one of our key service divisions. This position is responsible for administrative functions, project coordination, and providing direct support to department leadership. The ideal candidate will ensure smooth day-to-day operations by facilitating communication, managing information, and maintaining accurate records.

 

Role + Responsibilities

• Administrative Support
  
  
  
  
  • Handle daily administrative tasks including scheduling, data entry, document preparation, and file management
  
  
  • Support department leadership with general office tasks and coordination needs
  
  
  
  


• Project Coordination
  
  
  
  • Assist in planning and tracking departmental projects to ensure deadlines and quality standards are met
  
  
  • Maintain and update project documentation to ensure accuracy and accessibility
  
  
  
  


• Communication Facilitator
  
  
  
  • Serve as the primary point of contact for internal department communication
  
  
  • Coordinate with other departments and teams to ensure alignment and information flow
  
  
  
  


• Record Keeping
  
  
  
  • Maintain organized records of schedules, service logs, and project details
  
  
  • Track inventory, supplies, and materials as needed for the department
  
  
  
  


• Invoicing + Payment Tracking
  
  
  
  • Process outgoing invoices accurately and in a timely manner
  
  
  • Track incoming payments, ensuring they are posted and recorded correctly
  
  
  • Follow up on overdue accounts in coordination with the appropriate managers
  
  
  • Maintain an up-to-date record of all billing and payment activity for reporting
  
  
  
  


• Reporting
  
  
  
  • Prepare regular reports on department activities, project progress, and operational metrics for leadership review
  
  
  
  

 

Knowledge, Skills, + Abilities

• Strong organizational skills—able to manage multiple tasks, deadlines, and priorities effectively


• Attention to detail—high degree of accuracy in all administrative and coordination work


• Excellent communication skills—able to interact clearly and professionally with team members at all levels


• Technical aptitude—comfortable with Microsoft Office Suite (Excel, Word, Outlook) and scheduling/database tools


• Proactive mindset—able to anticipate needs, suggest solutions, and prevent issues before they arise