Administrative Project Coordinator

The opportunity

At TechnologyAdvice, talented, driven, and dedicated team members are at the core of our company’s success. We spend a great deal of time and energy to ensure we have the best people in the industry and that we foster an environment that they want to be a part of. We’re looking for someone just as passionate to help us coordinate the day-to-day success of our team.

The Administrative Project Coordinator is responsible for coordinating a wide range of team events and activities, administrative duties, and project support of the Director of Administration. This is more than your typical office coordinator role - we’re looking for someone that doesn’t just take tasks given to them, but seeks new opportunities and initiatives to find efficiencies where they are currently lacking. Our ideal candidate is professional, detail-oriented, and can move quickly between a variety of different projects with a high level of prioritization. 

Location: Nashville, TN | Monday - Friday in the Nashville office 

What you'll do

We’d be lying if we said that any two days would be exactly alike, but you can expect to consistently be responsible for the following in this role:

Office Coordination: 

• Act as a point of contact for the office, ensuring visitors and team members are welcomed and supported appropriately.
• Manage overall office operations, including daily procedures, maintaining a well-organized and professional environment.
• Oversee office supply inventory and procurement to ensure resources are readily available to support business needs.
• Manage vendor relationships, including negotiating contracts, warranties, and pricing to align with company interests.
• Handle mail services by checking incoming mail, processing shipments, and coordinating outgoing messages.
• Assist with new hire onboarding, including workspace setup and creating a positive candidate experience.
• Track and manage budgets for administrative expenses, maintaining historical data and ensuring cost efficiency.
• Coordinate catering orders for on-site needs, ensuring timely and accurate delivery.

Team Support: 

• Provide administrative support to CEO, Director of Administration, and leadership team by completing tasks such as managing calendars, responding to emails, scheduling appointments, and coordinating travel arrangements.
• Assist with special projects and tasks as assigned to support departmental priorities while utilizing exceptional follow-up skills.
• Conduct vendor research to evaluate purchasing options, compare pricing, and make recommendations.
• Research and present findings on critical topics and trends as requested.
• Make business travel arrangements for the global team, such as booking flights, cars, and making hotel and restaurant reservations.

Event Coordination:

• Planning and on-site coordination for in-person team events, finding solutions for any problems that arise during the execution process.
• Plan and facilitate global virtual team events.
• Plan and help with day-of logistics for global volunteer opportunities.
• Propose new ideas to improve the event planning process.
• Assist with planning efforts and day-of support for quarterly and annual planning sessions for executive and leadership teams.

Who you are

• 3+ years of professional experience in a business or administrative environment. 
• Demonstrated experience planning and making logistical arrangements for events and meetings, orientations, or group sessions.
• Experience independently researching, compiling, organizing, interpreting, and selecting data/materials from various sources and presenting.
• Demonstrated experience successfully managing projects in a fast-paced environment.
• Ability to collaborate with multiple departments, create project schedules, and ensure accountability to deadlines.
• Excellent interpersonal skills; effectively interact with senior leadership and co-workers.
• Ability to independently exercise judgment and make problem-solving decisions in unique as well as everyday situations.
• A high level of discretion regarding sensitive and confidential information.
• A technical understanding and ability to use G-suite (specifically Google Sheet, Doc, Forms) along with the ability to learn new technology quickly.
• A strong desire for growth, feedback, and ongoing learning.
• Superior organizational skills that reflect the ability to perform and prioritize tasks seamlessly.
• Excellent written and oral communication skills.
• Ability to adapt writing style as needed. Ability to write concisely and persuasively and to summarize information.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
• Willing to have tough conversations or negotiations to push a project forward.
• Proactive attitude - you’re able to see a need before you’re asked to address it.
• Must have a valid driver's license and vehicle

What we offer you

• Career Growth: Advance with mentorship programs, leadership academies, and opportunities to shape company culture and DEI initiatives.
• Flex Fridays: Adjust your 40-hour week to enjoy a full or half day off on Fridays.
• Flexible PTO: Take the time you need, when you need it.
• Health Coverage: Medical, dental, and vision plans for you and your family.
• Insurance Protection: Life, AD&D, Short-Term, and Long-Term Disability coverage.
• 401K with Match: Secure your future with our company-matched retirement savings.
• Paid Parental Leave: Support for new parents during life’s special moments.
• Wellness Perks: Access Headspace and enjoy monthly fitness reimbursements.
• Pet Insurance: Care for your furry family members.
• Speaker Series Bonus: Present in our monthly speaker series and earn a bonus.
• Book Reimbursement: Get up to 12 books reimbursed per year to fuel your learning.
• Bucket List Benefit: Celebrate milestones with annual contributions toward your dream adventures after 3 years.
• In-Office Perks: Enjoy catered lunches for our in-office team.

Work authorization

Employer work visa sponsorship and support are not provided for this role. Applicants must be currently authorized to work in the United States at hire in an employer approved US state and must maintain authorization to work in the United States throughout their employment with our company.