Administrative Coordinator

About Avenue360 Health and Wellness

Avenue 360 is a FQHC that strives to provide high quality and caring service to promote healthy people and communities. Our 360-degree approach addresses medical needs and social and environmental challenges, like housing. Our compassionate care extends to those with and without insurance. We believe income must not determine the level of access to quality health care.

Providing comprehensive, high quality, and caring service is the core of what we do, whether medical, hospice care, engaging adult activities, and supportive housing programs. We strive to address the many social determinants of healthy living in Greater Houston.

Our Values PACT

• We take PRIDE in our work.
• We have a positive ATTITUDE.
• We are CURIOUS.
• We are COMMITTED.
• We are CARING and CUSTOMER-SERVICE oriented.
• We are a TEAM.
• We LEARN, GROW, and INNOVATE

Role Overview

The Administrative Coordinator provides comprehensive administrative, operational, and logistical support to ensure smooth daily functioning of the organization. This role serves as a key support partner to the Executive Assistant, CEO, and Executive Team, handling office operations, scheduling, communications, document preparation, and travel coordination. The Administrative Coordinator also acts as a backup for board logistics and governance support, ensuring continuity and professionalism in all executive‑level processes.

Areas of Accountability

Executives & Board Support:

· Serve as backup to the Executive Assistant for board logistics, governance tasks, and administrative preparation.

• Assist with preparing board materials, meeting packets, and documentation.
• Support coordination and follow‑up activities.

General Office Support:

· Screen and route calls, greet visitors, and maintain a professional office environment.

· Support cross‑departmental projects and ensure smooth daily operations.

Office Logistics Support

• Assist the CEO and executive team with mail handling, meeting materials, correspondence, and meeting notes.
• Set up meeting spaces, manage room logistics, order supplies, and coordinate office tasks as assigned.

Input Data

· Enter and update information in assigned communication channels to ensure timely internal coordination.

Travel Coordination

• Handle registrations, flights, hotel bookings, itineraries, and reimbursement submissions; ensuring timely submission and accuracy of travel documentation.

Calendar Management

• Coordinate appointments, meetings, and events; prevent scheduling conflicts and manage meeting logistics.

Payroll Tracking

• Collect, verify, scan, and submit time sheets.
• Maintain accurate tracking and follow‑up on missing or incomplete entries.

Document Workflow

• Process requisitions, interoffice correspondence, and policy documents.
• Maintain organized filing systems and ensure timely routing of materials.

Office Operations

• Manage office supplies, equipment, and facility requests.
• Coordinate with vendors and service providers to maintain efficient operations.

Communication Handling

• Manage incoming calls, email, and inquiries with professionalism.
• Draft correspondence and serve as a reliable point of contact for internal and external stakeholders.

Preparing Documents

• Create, edit, and format reports, presentations, memos, and other materials.
• Ensure accuracy, clarity, and consistency across all documents.

· Other duties as assigned.

Required skills and qualifications

• Communication: Excellent written and verbal communication skills for drafting correspondence, reports, and minutes.
• Professionalism: High level of professionalism, discretion, and the ability to handle sensitive and confidential information; strong customer-service orientation.
• Organization: Strong organizational and time-management skills to manage multiple tasks and projects simultaneously while meeting deadlines.
• Technical proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management tools.
• Interpersonal skills: Strong diplomacy and interpersonal skills to build and maintain relationships with diverse personalities.
• Problem-solving: Ability to think ahead, anticipate needs, and work independently with minimal supervision.
• Education/experience: Associate degree in business, administration, or related field preferred. High school diploma or GED required. 2-4 years of administrative support experience. 1+ year of executive‑level support (preferred, not required) Experience with scheduling, travel coordination, calendar management, and document preparation desired.

Flexibility: Willingness to work evenings and weekends as required for events and meetings.

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