Admin Coord / Supervisor

Job Description

Job Description

Application Deadline : 10 / 5 / 2025

Salary : $62,000 – $69,000 per year

This is a full-time position.

Duties

Wilder is looking for Administrative Coordinator / Supervisor that will provide high-level admin and technical support to the Facilities department. This role will provide supervision and back up to Wilder reception Staff, oversee day-to-day property functions at Wilder Center and other owned / leased properties. This position will be the first point of contact for facilities daily operations, maintain a work climate that is inclusive and ensuring that services are delivered with cultural sensitivity and competence.

Administrative support 70%

Provide administrative and logistical support to Facility manager.

Provide supervision and back up to first floor reception staff at Wilder Center.

Develop and maintain standard operating procedures, provide oversite for postage related to BRM / Imprint mailings. Back-up for monthly postage duties related to fees and allocations.

Manage accounting duties within the facilities / IT department by generating invoices, processing accounts receivable, coding invoices, serve as primary contact to resolve any facility / IT billing issues, sales tax exemptions related to invoicing, track rental payments and report delinquencies to facility manager.

Responsible for administration of Security Systems. Provide access cards, complete system changes within the security software system e.g. holiday schedules, special events. Review security videos when building issues arise, review daily security reports.

Responsible for administering Driver / vehicle program. Maintain vehicle and driver records management. Ensure foundation driver’s personal insurance is current, coordinate type III driver inspections. Update DOT website, obtain MVR and BCA reports, class scheduling for defensive driving. Provide vehicle leasing support, maintain license tabs and vehicle insurance information. Data Management. Track Energy Star information for LEED, submit water / sewer rebates, Update unit details spreadsheet,

Customer Support 30%

Ensure welcoming experience for tenants. First point of contact for all janitorial needs, responsible for scheduling all special services needed throughout the year, including scheduling janitorial and guard coverage for special convening events.

Inventory / order paper products and coffee supplies for various Wilder sites.

Place service calls for coffee and MFDs,

Complete workstation set-up

Administer bike locker program

Restock first-aid kits

Assist facility manager with any other essential duties that may be required.

Job Qualifications

Four to six years of administrative support to upper level or senior management staff preferably in an executive or finance environment for a large non-profit organization or for-profit corporation. Two to four years of supervisory experience. Advanced Microsoft Office and web-based software experience. Demonstrated interpersonal and communication skills, proofreading, attention to detail and financial analysis. Professional composure is critical as this position involves much multitasking and responding to inquiries from various staff and internal / external customers. Ability to pro-actively problem solve and use good judgement.

Knowledge of real estate and commercial management procedures.

Demonstrated intermediate level proficiency in Word and Excel, recent experience with Outlook or other electronic calendar, time management and e-mail system.

Excellent and timely written and verbal communication skills, ability to represent Facility Manager over the phone or e-mail when communicating or requesting information or addressing issues, responding to inquiries.

Demonstrated time management skills with the ability to prioritize work flow and not lose focus in a high-paced, multi-faceted work environment.

About Wilder

When you work at Wilder, you will join a diverse community of passionate individuals who are committed to the Wilder mission and dedicated to serving whole families. Our workplace diversity strengthens our mission and contributes to our vision of individuals and families thriving in St. Paul and beyond.

We offer a dynamic Total Rewards package, which includes competitive compensation and benefits – health, dental, employer-matched 401(k), PTO, paid family, medical and caregiver leave, life insurance, disability insurance, flexible spending accounts and employee wellness programs. In addition, you will have access to professional development opportunities, including development funding, tuition discounts, and training. You will also have access to Wilder's employee resource groups, and other opportunities available to all employees. Eligible federal loans may also qualify for deferment through the Public Service Loan Forgiveness Program (PSLF).

The Amherst H. Wilder Foundation is a nonprofit community organization that creates lasting, positive change through direct services, research and advocacy. Learn more at https : / / www.wilder.org /

Online Application Information

Our application system works best using Chrome and attaching documents in PDF or Word format. Postings close at midnight Eastern Standard Time.

There are four sections to the application process, please follow these instructions carefully :

• Contact information. Be sure to fill out all of the required fields (marked with a red
• ).
• Verification of email address. Enter the code sent to your email address.
• Enter Address
• Resume and cover letter section. First upload your resume in the resume section then upload your cover letter and any other required documents mentioned in the job posting in the second upload area.
• Questions. Answer “How did you hear about this job / posting?” question and other required questions if applicable.
• Equal Employment Opportunity Commission Questions (EEO). We are required to ask these questions to meet state and federal compliance requirements. Your response is voluntary. If you prefer not to answer these questions you can skip them but you must check the box labeled “I have read the above invitation to self-identify as an individual with a disability”
• Review and Edit. Here you can review and edit sections as necessary.

Job offers will be contingent on the successful applicants’ proof of authorization to work in the United States and the results of a background check related to the job requirements.

Wilder is an Equal Opportunity Employer. It is the policy of the Amherst H Wilder foundation to provide an equal employment opportunity (EEO) to all persons.

8 AM - 4 : 30 PM