Administrative Coordinator

Upcoming Opportunity

Administrative Coordinator

Employment Type: Full-time, non-exempt
Reports To: Administrative Manager
Salary Range: $40,000 to $45,000

Our client is seeking qualified applicants for the role of Administrative Coordinator at its Executive Headquarters in Memphis, TN. This role provides vital administrative, operational, and logistical support across departments, managers, and volunteers. The Administrative Coordinator ensures smooth office operations, provides high-quality customer service, and assists in the planning of meetings and events.

Key Responsibilities

Administrative Support

  • Provide administrative support to the Administrative Manager, managers, and volunteers with database and office tasks.
  • Oversee outgoing mail, including processing and shipping supply orders.
  • Respond promptly and accurately to incoming calls and emails to the headquarters office.
  • Answer and route inbound calls during peak times and serve as backup when needed.
  • Operate and coordinate maintenance of office equipment and vendor relationships.
  • Maintain accurate membership and organizational data in the database.
  • Support system-related tasks such as membership transactions, reporting, and quality assurance.
  • Edit and prepare documents for events and communications in accordance with brand standards.
  • Prepare materials, supplies, and logistics for national meetings.
  • Coordinate all-staff meetings, including agenda preparation, note-taking, and distribution of minutes.
  • Manage the staff and leadership calendar system and provide training for staff.
  • Assist with planning staff events and orientation for new employees, including tours, introductions, and onboarding support.
  • Monitor office supplies and inventory, including merchandise used for events.
  • Support merchandising tasks, including scheduling, logistics, and product coordination.
  • Complete additional projects as assigned.

Leadership and Board Support

  • Coordinate special event and speaker requests with leadership, board members, and volunteers.
  • Prepare and distribute correspondence, documents, lists, and communications at the direction of leadership.
  • Provide support for special projects and meeting planning, including logistics, notes, and follow-up.
  • Serve on national meeting planning teams, coordinating logistics such as transportation, registrations, RSVPs, itineraries, nametags, and presentation materials.
Membership Requirement: Applicants must be a member in good standing of Chi Omega Fraternity.

Qualifications

Education & Experience
  • Bachelor’s degree in business, office management, or related field.
  • Minimum of 3 years administrative experience preferred.
Technical Skills
  • Proficiency with Microsoft Office 365 (Word, Excel, PowerPoint, Outlook).
  • Strong data entry and quality assurance skills.
  • Experience with multi-line phone systems.
Core Competencies
  • Strong organizational and time-management skills.
  • High attention to detail and accuracy.
  • Professional communication skills, both written and oral.
  • Ability to prioritize, manage multiple projects, and work under deadlines.
  • Strong customer service orientation and team collaboration skills.
  • Ability to exercise discretion with confidential information.
  • Ability to lift up to 50 lbs.

Location & Travel

This position is based at the Executive Headquarters in Memphis, Tennessee. Occasional travel is required to support national meetings and conventions.

Apply Now

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Moore Cooperative is an equal opportunity employer. We celebrate diversity and are committed to fostering an inclusive workplace where everyone – regardless of race, color, ethnicity, caste, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status – feels valued and empowered to contribute.
We also recognize that systemic biases may discourage some individuals, particularly women and underrepresented groups, from applying unless they meet every qualification. If you're excited about working with us but don't check every box, we encourage you to apply anyway. Passion, curiosity, and a willingness to learn matter just as much as specific qualifications.
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Accessibility & Accommodations: If you require a reasonable accommodation during the application or interview process, please contact us at info@moorecooperative.com. We will consider all requests in compliance with applicable laws.