Administrative Assistant/Moving Coordinator

Position Summary

The Administrative Assistant / Moving Coordinator coordinates the daily operations of the Moving Department and provides administrative support to the Associate Treasurer for General Services. This position prepares moving estimates, schedules and coordinates moves, communicates with clients and drivers, maintains transportation records, processes billing documentation, and supports purchasing, building maintenance, and switchboard operations.

Key Responsibilities

Moving and Logistics Coordination

• Respond to moving-service inquiries and provide helpful, professional customer service.
• Prepare moving estimates based on weight, distance, time, and applicable rates.
• Schedule and coordinate moves, drivers, equipment rentals, local crews, and storage needs.
• Maintain regular communication with clients and drivers, including updates and schedule changes.
• Order moving supplies and help drivers locate repair, towing, or maintenance services when needed.
• Review completed moving documents for accuracy and submit billing information for processing.
• Assist with outstanding account follow-up and Moving Department promotion as assigned.

Transportation Records and Compliance

• Maintain current vehicle, trailer, insurance, registration, permit, inspection, and maintenance records.
• Review driver logs, timecards, expense reports, and driver advances for completeness.
• Prepare and submit required quarterly transportation reports and renewal documentation.
• Coordinate required driver programs, including drug and alcohol testing and DMV Pull Notice monitoring.
• Assist the Associate Treasurer with state and federal transportation requirements.

Administrative and General Services Support

• Answer telephone calls and emails and prepare correspondence, agendas, and meeting minutes as requested.
• Support daily switchboard operations, assist with scheduling, and provide switchboard coverage when needed.
• Process educational allowance invoices and verify employee eligibility.
• Review purchasing requests, research pricing and quality, and prepare purchase orders and invoices.
• Coordinate routine building maintenance requests and follow up on required approvals.
• Process monthly departmental journal vouchers and monitor office supply, printer, and copier inventory.
• Manage the Conference cell phone account and perform other duties as assigned.

Education and Experience

• High School Degree or GED / Bachelor’s degree (preferred)- and/or three years of related experience or training, or an equivalent combination of education and experience.
• At least two years of experience in logistics, moving operations, transportation coordination, or a related field is highly desirable.
• Knowledge of interstate transportation regulations is preferred.
• Knowledge of Seventh-day Adventist church structure is helpful.

Required Skills and Qualifications

• Strong organizational, time-management, and attention-to-detail skills.
• Ability to work independently, manage multiple priorities, meet competing deadlines, and remain effective under pressure.
• Clear and professional verbal and written communication skills.
• Ability to provide courteous service to clients, drivers, vendors, employees, and the public.
• Ability to review documents for accuracy, solve practical problems, and follow written and verbal instructions.
• Proficiency with Microsoft Word and Excel and the ability to learn other computer systems.
• Ability to maintain confidentiality and use sound judgment.
• Ability to work respectfully with people from diverse cultural and ethnic backgrounds.
• Reliable, regular, full-time attendance.

Physical Demands and Work Environment

This position primarily works in an office environment with a moderate noise level. The employee may occasionally be required to stand, walk, sit, use hands, reach, speak, and hear. Close and distance vision are required to perform the duties of the position.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.