Contract Administrative Coordinator

Administrative Coordinator

Department: Business Administration

Reports to: Executive Assistant to CEO

Status: Full-time, in-office

Position Summary

The Administrative Coordinator keeps daily office operations organized, responsive, and running smoothly. This role provides broad administrative and operational support, serves as a backup to the Executive Assistant to the CEO, and helps create a professional, welcoming experience for fans, customers, guests, and staff.

The ideal candidate is reliable, detail-oriented, adaptable, and comfortable managing multiple priorities in a fast-paced motorsports environment.

Key Responsibilities

Provide daily administrative support and respond to routine office needs.

Maintain conference room calendars, resolve scheduling conflicts, and prepare meeting spaces.

Coordinate meetings from scheduling through execution, including room setup, materials, technology, catering, and cleanup.

Arrange business dinners, reservations, attendee details, and related logistics.

Back up the Executive Assistant to the CEO with travel arrangements, itineraries, calendar coordination, and schedule changes.

Support team travel coordination and company events as requested.

Greet visitors, answer and route main-line calls, and respond to general questions professionally.

Manage merchandise sales and support apparel inventory processes.

Maintain an organized, welcoming lobby and ensure breakrooms and kitchens are stocked and maintained.

Oversee office administration, including supply ordering, document management, forms, mail, packages, and shipments.

Support shipping logistics and help identify cost-effective processes.

Communicate scheduling and logistical updates promptly and handle sensitive information with discretion.

Identify opportunities to improve office processes and efficiency.

Perform other related duties as assigned.

Required Qualifications

Bachelor’s degree in Business Administration, Sports Management, or a related field, or equivalent experience.

3–5+ years of administrative or operations experience.

Experience coordinating travel, managing calendars, scheduling meetings, and supporting senior-level administrative needs.

Experience coordinating catered meetings, business dinners, and event logistics.

Strong organizational, multitasking, written, and verbal communication skills.

Proficiency with Microsoft Office, including Outlook, Word, and Excel, and scheduling tools.

Ability to manage changing priorities and tight deadlines.

Ability to work occasional nights and weekends.

Preferred Qualifications

Experience with a professional or competitive motorsports team.

Knowledge of expense reporting systems and budget tracking.

Core Competencies

Adaptability and sound judgment

Problem-solving and critical thinking

Planning and prioritization

Team-oriented approach

Reliability, professionalism, discretion, and follow-through

Work Environment

This is an office-based role in a high-energy motorsports environment and may require lifting and carrying materials weighing up to 20 pounds.

Qualified applicants are encouraged to apply.

How to Apply:

To apply for this position, please click the "Apply" button at the top right of your screen. Alternatively, you can email your application to info@ssgresume.com . Please ensure to include your resume and any other relevant documents or information that showcase your qualifications and suitability for the role. We appreciate your interest in joining our team and look forward to reviewing your application.

Equal Opportunity Employer Statement:

Search Solution Group is an Equal Opportunity Employer committed to fostering an inclusive workplace where diversity is valued and respected. We do not discriminate on the basis of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status in our hiring process or employment practices. We believe that a diverse workforce brings unique perspectives and strengths, driving innovation and growth. All employment decisions are based on qualifications, merit, and business needs. We welcome applicants from all backgrounds to apply and contribute to our team.

Disclaimer:

Please note that the job description provided is not exhaustive and is subject to change. Additional duties may be assigned as needed to meet the evolving needs of the organization and to ensure the successful completion of projects and objectives.