Administrative Coordinator

Magnificent Differences Consulting (MDC) is a people-centered HR consultancy helping mission-driven organizations solve professional problems so they can focus on the work that matters most.

We are built on agility, accountability, and the belief that HR should never be an afterthought. Our clients trust us to step in, figure things out, and get things done whether that means untangling a payroll issue, launching a new hiring process, or helping a small team build stronger policies, systems, and culture.

We support purpose-driven organizations - nonprofit and for-profit alike - with everything from talent acquisition and temp staffing to hands-on HR operations. Our clients count on us for clear, practical solutions rooted in a people-first approach.

We’re building a diverse, forward-moving team that leads with purpose and isn’t afraid to shake things up. If you care about equity, solving real problems, and growing alongside a company that’s going places, you’ll thrive here.

This is the position for you if:

• • You’re hungry to learn, grow, and take ownership of your work
  • You thrive in a fast-paced, people-centered environment
  • You take initiative and stay two steps ahead
  • You enjoy solving problems and keeping things organized
  • You want to be part of a team that values trust, clarity, and purpose

Position Summary:

The Administrative Coordinator is the hub of MDC, keeping the office organized, stocked, and running smoothly each day. As the first point of contact for MDC, this role sets the tone for how clients and guests experience our company by managing incoming communications, greeting visitors, and coordinating day-to-day administrative needs. This position requires strong organizational skills, attention to detail, and the ability to navigate a fast-moving environment with focus and flexibility while reflecting MDC’s proactive, people-first values in every interaction. This role is a key ambassador of our culture and helps ensure the team operates with efficiency and intention.

Professional Background:

• GED, high school diploma, or equivalent experience is required; some college coursework or administrative training is a plus.
• 1-2 years of experience in an administrative, receptionist, or customer service role.
• Demonstrated ability to navigate and use workplace technology, including shared inboxes, digital calendars, and cloud-based filing systems.

Core Functions:

• Serve as the first point of contact for MDC by answering the customer support phone line and welcoming in-person visitors with professionalism and warmth.
• Schedule and coordinate phone screens, interviews, and debriefs, ensuring all details are accurate and confirmed.
• Monitor and manage shared inboxes, escalate items as needed, and track follow-ups through resolution.
• Create and manage scheduling links to support smooth coordination of meetings and interviews.
• Set up Box folders for new projects and archive completed ones to maintain organized digital records.
• Send and receive W-9 forms and certificates of insurance to support client onboarding and compliance.
• Send and track post-interview and client satisfaction surveys to gather timely feedback.
• Maintain a clean, organized, and welcoming office environment for staff and guests.
• Order and track office supplies to support daily operations.
• Liaise with building maintenance to resolve facility-related issues in a timely manner.
• Coordinate office lunch orders and assist with planning internal and client-facing events.
• Arrange delivery of flowers or gifts to clients and team members for special occasions.
• Receive, sort, and distribute incoming mail and packages promptly.
• Order branded giveaways and promotional items for events and client meetings.
• Manage vendor invoices and reconcile monthly office spending to support accurate financial tracking.
• Support additional administrative tasks and special projects as requested.

Core Competencies:

• Consistently completes tasks on time and follows through without reminders, demonstrating a high level of dependability and ownership in day-to-day work.
• Navigates Microsoft Office applications including Outlook, Excel, Word, and Teams with confidence, and learns new tools and systems with minimal instruction.
• Maintains accuracy and attention to detail while managing multiple responsibilities such as scheduling, inboxes, digital records, and supply tracking.
• Adjusts priorities in real time as needs shift, staying focused and productive without becoming overwhelmed or losing momentum.
• Takes initiative by stepping in to resolve issues, support others, or move tasks forward, while recognizing when to pause and seek guidance.
• Communicates clearly and professionally with clients, team members, and visitors, using a tone that reflects MDC’s people-centered values.
• Follows established processes with accuracy and consistency and actively identifies opportunities to improve workflows or close gaps.
• Handles sensitive information with care, demonstrating sound judgment and discretion in all internal and external communications.
• Works respectfully and effectively with people from a variety of backgrounds, remaining open to different communication styles and ways of working.
• Engages fully as a member of an on-site team, contributing to a collaborative culture and participating in the shared success of daily operations.