Administrative Coordinator - Contracting & Licensing Allegis Financial Partners Nampa, ID Job Details Full-time $20.50 - $22.00 an hour 5 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance Qualifications Optimizing workflow processes Customer communication Confidential information handling Interpersonal skills Filing Executive administrative support Internal employee customer service Attention to detail QuickBooks Online QuickBooks Microsoft Teams Process improvement planning Time management Full Job Description Position Summary The Administrative Coordinator is responsible for providing comprehensive administrative support across contracting, licensing, accounts payable, office operations, and executive support functions. This role ensures the efficient management of contracts, licenses, vendor payments, company communications, meetings, travel arrangements, and facility scheduling while maintaining accurate records and delivering exceptional customer service. Key Responsibilities Contracting & Licensing Oversee the credentialing of new financial services professionals. Place orders for licensing materials, prepare contracts, and provide agent support in scheduling qualification exams, preparing applications for licensure, and completing state and industry required training. Track and report on the timeliness of the talent acquisition process. Must be highly organized and able to manage multiple timelines. Maintain candidates' personnel files. Monitor licensing requirements, applications, renewals, and compliance deadlines Coordinate and maintain contract processes, including preparation and tracking. Provide creative and efficient solutions for process improvement and implementation. Accounts Payable Process invoices and expense reports accurately and in a timely manner. Verify invoices and supporting documentation for completeness and accuracy. Coordinate with vendors regarding payments and account inquiries. Maintain accounts payable records and documentation. Front Office & Communications Answer and direct incoming telephone calls professionally and efficiently. Respond to general inquiries from clients, vendors, and employees. Receive and distribute mail, courier deliveries, and electronic correspondence. Maintain a positive and professional image of the organization. Meeting & Travel Coordination Schedule meetings and manage calendars for leadership and staff. Prepare meeting agendas, materials, and presentations. Coordinate travel arrangements including flights, accommodations, transportation, and itineraries. Assist with conference and event planning. Facilities & Conference Room Management Manage conference room bookings and scheduling. Ensure meeting rooms are prepared and equipped for presentations and events. Coordinate office supplies and administrative resources. Qualifications Diploma, certificate, or equivalent experience in Business Administration, Office Administration, or a related field. Minimum 3-5 years of administrative experience preferred. Experience supporting contracting, licensing, accounts payable, or office administration functions is an asset. Required Skills & Competencies Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and OneDrive. Proficiency with QuickBooks Online. Strong organizational and time-management skills. Excellent verbal and written communication skills. Exceptional attention to detail and accurate record-keeping abilities. Ability to prioritize multiple tasks and meet deadlines. Reliable, dependable, and professional work ethic. Strong customer service and interpersonal skills. Demonstrated ability to use resources effectively and identify process improvements. Ability to handle confidential information with discretion. Self-motivated with strong problem-solving and critical-thinking skills. Ability to work independently and collaboratively within a team environment.

Pay:

$20.50 - $22.00 per hour Expected hours: 37.5 per week

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person