Administrative Coordinator, B Lab

About the role

The Administrative Coordinator in the B Lab division supports staff and clients through the certification process and manages and organizes client data and files. The role maintains program files and client records, works with staff and contract auditors, uploads client information into databases, issues certificates, work orders and invoices, and supports the Technical Coordinators/Associates and Program Manager in administering certification activities. The position is remote and home-office based, with possible travel.

Key responsibilities

• Complete database uploads and manage package data for clients
• Create certificates and send them to clients
• Manage the client database and records, including applications, reports, certificates, work orders and invoices
• Ensure program compliance with the SCS Global Services quality system and maintain program files, new, existing and archived
• Arrange travel bookings for auditors and staff, manage auditor travel budgets and calendars, and handle hotel and venue bookings
• Create and send invoices for initial clients, including expense reports, and support work order creation for renewal clients
• Review expense reports for contractors, vendors and regional auditors
• Communicate work orders, invoices, certificates and other items to clients, track client deadlines and communicate project milestones in English and Spanish
• Support customers with audit scheduling

Required profile

• High school diploma or general education
• Experience in data management
• Experience with organization and customer service
• Ability to work independently, switch tasks quickly and meet time-sensitive deadlines

Required skills

• Strong organizational skills, attention to detail and data management skills
• Strong communication skills, including written English and Spanish
• Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Preferred: Associate's degree in a related field and experience with Salesforce

Estimated annual salary: $12,000 - $22,000 USD.