Administrative & Office Coordinator

YELLOW DOG SOFTWARE LLC•Norfolk, VA

10d•Onsite

About The Position

We are seeking a highly organized, detail-oriented Part-Time Administrative & Office Coordinator to support daily hardware operations, office services, and administrative workflows. This role is fully in-office and is ideal for someone who thrives in a structured environment, enjoys managing multiple processes, and takes pride in keeping operations running smoothly.

Requirements

2+ years of administrative or office coordination experience preferred
Strong organizational skills and attention to detail
Ability to manage multiple workflows simultaneously
Comfortable working with spreadsheets and invoicing systems
Experience with order management systems preferred
Strong written and verbal communication skills
Self-motivated with the ability to work independently
Process-driven and highly organized
Reliable and consistent follow-through
Professional and discreet with financial information
Comfortable coordinating with vendors and internal teams
Proactive problem solver

Responsibilities

Create and process customer invoices accurately and in a timely manner
Manage and track orders from submission through fulfillment
Maintain warranty documentation and tracking information
Process and manage webstore orders, including tracking and updates
Handle rental equipment needs and requests, including documentation and coordination
Order and maintain inventory of office, building, and kitchen supplies
Ensure supplies are consistently stocked and organized
Support logistics and organization for company meetings and all-hands gatherings
Coordinate office celebrations and employee recognition efforts
Order awards, company apparel, gifts, and birthday cards
Manage incoming and outgoing mail and packages
Coordinate with building vendors
Oversee scheduled building maintenance and ensure completion
Input bills into system
Scan and organize invoices
Submit documentation to the Accountant in a timely manner
Assist with administrative requests, including printing, mailing, and special projects
Send cancellation links to clients
Create cancellation invoices
Manage workflow updates and maintain cancellation tracking spreadsheet
Receive, scan, and log checks
Enter payment data accurately
Perform quality control to ensure accuracy and completeness