Administrative Coordinator

Description We are seeking an Administrative Coordinator to support day-to-day team operations and ensure meetings, information, and follow-up activities stay organized in Seattle, Washington. This long-term contract role is well suited for a detail-oriented professional who can manage multiple priorities and use digital tools to improve efficiency. The position will play a key role in maintaining accurate records, coordinating internal events, managing schedules and communications, and keeping important documents and action items accessible and organized for the team.

Responsibilities:

+ Participate in recurring team meetings, capture key discussion points, and convert conversations into organized notes, documented decisions, and clearly assigned next steps using approved transcription and AI-enabled tools. + Distribute timely, easy-to-reference meeting summaries and track outstanding action items, escalating recurring delays or unresolved issues to leadership as needed. + Build and maintain a well-structured SharePoint environment, including consistent naming conventions, metadata standards, logical file organization, and version control. + Regularly review and update document repositories to improve usability, remove outdated materials, and promote consistent team adoption of filing and information management practices. + Develop clear, user-friendly guidelines to help team members consistently store, locate, and manage files as the department grows. + Serve as a primary resource for staff needing assistance with document retrieval, filing, scheduling, or general administrative support. + Leverage Microsoft Copilot, Copilot Studio, and other approved tools to support summarization, drafting, tagging, information retrieval, and routine workflow automation while identifying opportunities for process improvement. + Manage internal team events by coordinating schedules, invitations, agendas, room setup, vendor communication, catering orders, and post-event follow-up documentation. + Provide backup support to other business operations team members and assist with additional administrative functions, including calendar management, inbound call support, and other office-related needs. Requirements

• Experience in administrative support, office coordination, or a similar role with responsibility for scheduling, meeting support, and follow-up management.
• Proficiency with SharePoint and Microsoft 365 tools, including the ability to organize documents and maintain accessible digital records.
• Familiarity with AI-enabled workplace tools such as Microsoft Copilot or similar platforms used for summarization, drafting, and workflow support.
• Strong written communication skills with the ability to produce concise meeting notes, action-item summaries, and procedural documentation.
• Demonstrated ability to manage multiple priorities, stay organized, and maintain accuracy in a fast-paced team environment.
• Comfortable coordinating meetings, handling calendar management, and responding professionally to inbound inquiries.
• Ability to work collaboratively across teams, escalate blockers appropriately, and support continuous process improvement.
• Background supporting healthcare, home health, or similarly service-oriented environments is a plus.

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