Medasource
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Job Title: Administrative Coordinator
Location: Onsite, 5 days/week (8:30 AM – 5:00 PM)
Travel: Required between buildings as needed
Position Summary:
We are seeking a proactive and detail-oriented Administrative Coordinator to support our team by managing day-to-day administrative operations across multiple office locations. The ideal candidate is organized, flexible, and thrives in a fast-paced environment. This role is critical to ensuring smooth workflows and efficient communication within and outside the department.
Key Responsibilities:
Office Management
- Ensure office spaces are clean, organized, and well-maintained
- Greet and direct visitors at the front desk/reception area
- Maintain office supply inventory and coordinate orders across teams
- Serve as primary contact for external vendors (e.g., water service, shredding, etc.)
- Submit service and maintenance requests for equipment and facilities
- Coordinate coffee machine filter cleaning and replacement
- Set up and manage office touchdown spaces
Scheduling & Calendar Management
- Schedule meetings, interviews, and conference rooms for the leadership team
Document & Information Management
- Maintain organized filing systems, databases, and records
- Support the preparation of reports, presentations, and departmental documents
- Facilitate obtaining signatures for internal agreements
- Regularly update contact lists, tracking sheets, and referral directories
Event & Meeting Coordination
- Assist in planning and executing internal meetings, trainings, and team events
- Prepare agendas, take meeting minutes, and track follow-up items
Budget & Expense Support
- Assist with departmental budget tracking and processing invoices and expense reports
General Administrative Support
- Prepare patient-related documents as needed
- Provide coverage for common areas or patient lounges when required
- Order business cards and manage administrative supplies
- Conduct research and provide ad hoc support to internal teams
- Support onboarding and system access for patients and external partners
Travel & Logistics
- Coordinate travel arrangements, accommodations, itineraries, and reimbursement processes
Confidential Support
- Handle sensitive information with the utmost professionalism and confidentiality
Qualifications:
- Minimum of 3 years of prior administrative experience
- Proficiency in at least one foreign language
- Strong organizational and time management skills
- Ability to work independently and adapt to changing priorities
- Self-starter with a willingness to learn and take ownership of tasks
- Comfortable traveling between buildings as needed
- Professional and dependable, with excellent interpersonal skills
Administrative coordinator Baltimore, MD
For over 16 years, Medasource has established and maintained relationships that are designed to meet your IT staffing needs. Whether it’s contract, contract-to-hire, or permanent placement work, we customise our search based upon your company’s unique initiatives, culture and technologies. With our national team of recruiters placed at 21 major hubs around the nation Medasource finds the people best-suited for your business. When you work with us, we work with you. That’s the Medasource promise.
Medasource is an equal opportunity employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, lactation and related medical conditions), gender identity or gender expression, sexual orientation, marital status, military service and veteran status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances.
Benefits & Perks:
Medasource offers competitive medical, dental, vision, Health Savings Account, Dependent Care FSA, and supplemental coverage with plans that can fit each employee’s needs. We offer a 401k plan that includes a company match and is fully vested after you become eligible, paid time off, sick time, and paid company holidays. We also offer an Employee Assistance Program (EAP) that provides services like virtual counseling, financial services, legal services, life coaching, etc.
Pay Disclaimer:
The pay range for this job level is a general guideline only and not a guarantee of compensation or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, as well as internal equity, alignment with market data, applicable bargaining agreement (if any), or other law.
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