Administrative Coordinator

Overview

Administrative Coordinator Jobs in United States at The Book Nook & Java Shop

Title: Administrative Coordinator

Company: The Book Nook & Java Shop

Location: United States

This is a remote position.

The Remote Administrative Coordinator at The Book Nook & Java Shop plays a key role in ensuring that all operational and administrative tasks are executed smoothly and efficiently from a remote setting. This position requires a proactive, highly organized individual who can manage various projects, coordinate schedules, and support internal teams. The ideal candidate will have excellent communication skills, attention to detail, and a passion for both books and coffee culture.

Key Responsibilities:

• Project Coordination:

  • Manage and coordinate ongoing projects, ensuring deadlines are met and tasks are completed according to plan.

  • Track the progress of projects and communicate any delays or issues to the management team.

  • Organize and oversee special events, such as book releases, author signings, or promotional campaigns, including virtual events.

• Scheduling & Calendar Management:

  • Coordinate meetings, appointments, and events for the team, ensuring proper scheduling and communication with all involved parties.

  • Maintain and update the company calendar, including key milestones, important meetings, and promotional events.

  • Arrange travel, accommodation, and logistics for team members attending events or conferences (if applicable).

• Communication & Correspondence:

  • Handle internal and external communication, including emails, phone calls, and messages.

  • Act as a liaison between the management team and remote employees, ensuring effective communication and team cohesion.

  • Ensure timely responses to customer inquiries or requests, managing customer relationships with professionalism.

• Administrative Support:

  • Provide administrative assistance by organizing documents, updating databases, and managing digital files.

  • Prepare reports, presentations, and documents for meetings, reviews, or strategic planning.

  • Maintain and organize important company records, ensuring all documentation is up-to-date and easily accessible.

• Vendor and Supplier Management:

  • Coordinate with suppliers and vendors to ensure timely delivery of inventory, supplies, and products.

  • Manage relationships with third-party vendors (e.g., book distributors, coffee roasters, etc.), ensuring smooth operations and issue resolution as needed.

• Data Entry & Record Keeping:

  • Oversee and maintain accurate digital records for inventory, orders, and customer information.

  • Help with order processing, updating product listings on the website, and ensuring inventory levels are up to date.

  • Track financial data, including invoices, expenses, and receipts, and assist with basic bookkeeping tasks.

• Team Collaboration & Support:

  • Facilitate virtual meetings, ensuring that the team is aligned and that all project goals are clear.

  • Support the operations team by handling routine administrative tasks, freeing up management to focus on larger strategic initiatives.

  • Assist with internal reports, performance tracking, and staff scheduling.

Requirements

Proven experience in an administrative or coordination role, preferably in a remote setting.

Strong organizational and multitasking abilities, with the capacity to handle multiple projects at once.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets), and other collaboration tools like Zoom, Slack, and Trello.

Basic knowledge of accounting, invoicing, and financial record-keeping.

Self-motivated, proactive, and able to work independently with minimal supervision.

Strong attention to detail and ability to work under tight deadlines.

Experience with customer service or client-facing roles is a plus.

Familiarity with social media platforms and content management tools (e.g., Hootsuite, Canva) is a bonus.

Passion for books, coffee, and small businesses is highly desirable.

Benefits

Competitive Salary based on experience and skills.

Flexible Work Schedule – Set your own hours within agreed-upon timeframes, with core expectations for availability during certain hours.

Remote Work – Work from anywhere with a stable internet connection.

Paid Time Off (PTO) – Includes vacation days, sick leave, and personal days.

Health Insurance options for full-time employees (if applicable).

Employee Discounts – Discount on books, coffee, and other store products.

Retirement Plan with company matching (available after a probationary period).

Professional Development – Opportunities for training, workshops, and attending industry events