Integration Administrative Coordinator

NEFCO Construction Supply LLC•East Hartford, CT

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About The Position

Job Summary: NEFCO is in a period of rapid and exciting growth, which brings both opportunity and complexity. The Integration Administrative Support role provides critical organizational and operational support to a fast-paced integration and transformation team. This individual serves as the central point of coordination for meetings, documentation, action tracking, and administrative execution—ensuring details do not fall through the cracks as multiple workstreams progress in parallel. This role provides direct support to the VP of Finance, Project Management Office (PMO) Director, and Finance Transformation Controller. It requires exceptional attention to detail, strong follow-through, and comfort working in Microsoft Teams, Planner, and Smartsheet. The successful candidate can take clear direction while independently managing high volumes of information in a dynamic, fast-paced environment. Essential Responsibilities & Requirements: Executive & Leadership Support Provide administrative and coordination support to the VP of Finance, PMO Director, and Finance Transformation Controller Assist leaders by managing logistics, documentation, and follow-through across multiple initiatives Handle sensitive and confidential information with discretion and professionalism Meeting Management & Coordination Schedule, prepare for, and facilitate recurring and ad-hoc integration and transformation meetings Develop and distribute meeting agendas Take accurate, concise meeting notes, clearly capturing decisions and action items Distribute meeting recaps and ensure follow-up actions are understood and assigned Action Item & Task Tracking Track action items, owners, deadlines, and dependencies across multiple workstreams Maintain task lists and work plans using Microsoft Planner, Microsoft Teams, and Smartsheet Proactively follow up with task owners to ensure timely completion Escalate risks, missed deadlines, or dependency issues as appropriate Documentation & Records Management Organize and maintain electronic records, meeting materials, and integration documentation Ensure files are properly labeled, version-controlled, and stored in the correct locations Maintain documentation that supports continuity, auditability, and leadership visibility Administrative & Operational Support Support preparation of materials for leadership meetings, reviews, and status updates Coordinate across Finance, IT, Operations, and other functional teams as needed Provide ad-hoc administrative and coordination support in service of integration execution What Success Looks Like: You bring structure to chaos. Meetings are well-run, prepared in advance, and clearly documented Action items are consistently captured, tracked, and driven to closure Microsoft Teams, Planner, and Smartsheet are kept current and reliable as sources of record Integration and transformation documentation is organized, complete, and easy to locate Risks, missed inputs, or timeline concerns are identified and surfaced early The VP of Finance, PMO Director, and Finance Transformation Controller spend less time chasing details and more time focused on execution and decision-making This role is viewed as a trusted, dependable operational partner

Requirements

Prior experience in an administrative, coordinator, or project support role
Strong working knowledge of Microsoft Teams, Planner, Outlook, SharePoint, and Smartsheet
Exceptional attention to detail and organizational skills
Ability to accurately manage and track a high volume of information
Strong written and verbal communication skills
Demonstrated ability to follow direction, execute consistently, and meet deadlines
Comfort working in a fast-paced, evolving environment with shifting priorities
High degree of professionalism, reliability, and follow-through
Bachelor's degree in business administration, finance, or a related field.
Experience working in a fast-paced dynamic environment.

Responsibilities

Provide administrative and coordination support to the VP of Finance, PMO Director, and Finance Transformation Controller
Assist leaders by managing logistics, documentation, and follow-through across multiple initiatives
Handle sensitive and confidential information with discretion and professionalism
Schedule, prepare for, and facilitate recurring and ad-hoc integration and transformation meetings
Develop and distribute meeting agendas
Take accurate, concise meeting notes, clearly capturing decisions and action items
Distribute meeting recaps and ensure follow-up actions are understood and assigned
Track action items, owners, deadlines, and dependencies across multiple workstreams
Maintain task lists and work plans using Microsoft Planner, Microsoft Teams, and Smartsheet
Proactively follow up with task owners to ensure timely completion
Escalate risks, missed deadlines, or dependency issues as appropriate
Organize and maintain electronic records, meeting materials, and integration documentation
Ensure files are properly labeled, version-controlled, and stored in the correct locations
Maintain documentation that supports continuity, auditability, and leadership visibility
Support preparation of materials for leadership meetings, reviews, and status updates
Coordinate across Finance, IT, Operations, and other functional teams as needed
Provide ad-hoc administrative and coordination support in service of integration execution