Administrative Coordinator

Administrative Coordinator - OnlyPlants

Position Summary

OnlyPlants is seeking a highly organized, detail-oriented, and proactive Administrative Coordinator to provide administrative, operational, and coordination support across internal projects and day-to-day business activities. This role helps keep initiatives organized, ensures tasks and decisions are tracked through completion, coordinates meetings and communications, maintains documentation, and supports customer inquiries. The ideal candidate is resourceful, comfortable managing multiple priorities, communicates effectively, and takes initiative to ensure important details do not fall through the cracks.

Key Responsibilities

Project & Administrative Coordination

· Develop and maintain a process for tracking outstanding tasks, pending decisions, unresolved issues, and project dependencies.

· Establish clear task ownership, deadlines, and follow-up procedures to support timely resolution.

· Conduct research and gather information as directed to support OnlyPlants initiatives and business decisions.

· Clarify research objectives, identify required data, organize findings, and present information in a clear, useful format.

· Maintain, organize, and manage project documentation within the Gardening App SharePoint site.

· Provide general administrative and operational support to team members to facilitate execution of business priorities.

Meeting & Calendar Management

· Coordinate and schedule team meetings, including calendar invitations, scheduling adjustments, and meeting logistics.

· Manage scheduling conflicts and meeting declines, coordinating with key stakeholders to identify alternative times based on availability and priorities.

· Develop and maintain meeting agendas by gathering discussion topics and relevant materials from team members.

· Distribute agendas and supporting materials in advance of meetings, targeting at least 24 hours prior whenever possible.

· Prepare and distribute meeting recaps documenting key discussions, decisions, action items, assigned owners, and deadlines.

· Maintain organized meeting minutes and records in the appropriate team notebooks, SharePoint folders, email, and communication channels.

· Follow up with team members on outstanding action items to support accountability and timely completion.

Day-to-Day Business Support

· Enter, update, and maintain accurate information within the OnlyPlants CRM system.

· Research and coordinate purchasing and ordering of supplies, materials, and other items as requested.

· Assist with organizing business information, maintaining records, and coordinating administrative activities.

· Provide responsive administrative support to leadership and team members as priorities arise.

Tier 1 Technical & Customer Support

· Monitor and manage incoming Tier 1 customer support tickets through designated support channels.

· Troubleshoot and resolve routine customer issues within established guidelines.

· Communicate resolutions clearly and professionally and close tickets once issues are resolved.

· Identify issues requiring additional technical expertise and escalate Tier 2 and Tier 3 support requests to the appropriate team members.

· Track ticket status and help ensure customer inquiries receive timely attention.

User Support & Feedback Coordination

· Assist with responding to user questions, concerns, and general feedback.

· Collect, organize, and document feedback received from alpha and beta testers.

· Identify recurring questions, concerns, or reported issues and communicate findings to the appropriate team members.

· Assist in preparing and distributing important product updates, announcements, and user communications.

· Help ensure user feedback and support requests are appropriately documented and routed for follow-up.

Required Qualifications

· High school diploma or equivalent; associate degree or relevant administrative training preferred.

· 2–4 years of experience in administrative coordination, office administration, project support, or a similar role.

· Strong organizational skills and the ability to manage multiple assignments and competing priorities.

· Excellent written and verbal communication skills.

· Strong attention to detail and commitment to maintaining accurate records and documentation.

· Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and SharePoint.

· Experience coordinating meetings, maintaining calendars, preparing meeting minutes, and tracking action items.

· Ability to research, gather, organize, and present information effectively.

· Strong customer service skills and a professional, solutions-oriented approach.

Preferred Qualifications

· Experience with CRM systems and customer support ticketing platforms.

· Familiarity with Microsoft Teams, SharePoint, and collaborative project management tools.

· Experience providing Tier 1 technical or customer support.

· Experience supporting software development teams, technology initiatives, or early-stage product launches.

· Familiarity with alpha/beta testing processes and collecting user feedback.

Core Competencies

· Organization & Follow-Through: Maintains structure, tracks outstanding items, and ensures commitments are addressed.

· Communication: Communicates clearly, professionally, and effectively with internal teams and external users.

· Initiative: Anticipates needs, identifies gaps, and takes action without requiring constant direction.

· Problem Solving: Researches issues, identifies solutions, and knows when to escalate.

· Adaptability: Adjusts to changing priorities and supports a variety of business needs.

· Accountability: Takes ownership of assigned responsibilities and follows tasks through completion.

· Customer Focus: Demonstrates patience, responsiveness, and a commitment to positive user experiences.