Department Administrator

Department AdministratorFull-Time In-PersonDo 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 + ResponsibilitiesAdministrative SupportHandle daily administrative tasks including scheduling, data entry, document preparation, and file managementSupport department leadership with general office tasks and coordination needsProject CoordinationAssist in planning and tracking departmental projects to ensure deadlines and quality standards are metMaintain and update project documentation to ensure accuracy and accessibilityCommunication FacilitatorServe as the primary point of contact for internal department communicationCoordinate with other departments and teams to ensure alignment and information flowRecord KeepingMaintain organized records of schedules, service logs, and project detailsTrack inventory, supplies, and materials as needed for the departmentInvoicing + Payment TrackingProcess outgoing invoices accurately and in a timely mannerTrack incoming payments, ensuring they are posted and recorded correctlyFollow up on overdue accounts in coordination with the appropriate managersMaintain an up-to-date record of all billing and payment activity for reportingReportingPrepare regular reports on department activities, project progress, and operational metrics for leadership review Knowledge, Skills, + AbilitiesStrong organizational skills-able to manage multiple tasks, deadlines, and priorities effectivelyAttention to detail-high degree of accuracy in all administrative and coordination workExcellent communication skills-able to interact clearly and professionally with team members at all levelsTechnical aptitude-comfortable with Microsoft Office Suite (Excel, Word, Outlook) and scheduling/database toolsProactive mindset-able to anticipate needs, suggest solutions, and prevent issues before they arise