Administrative Coordinator

About The Company

Please note this is an independent contractor position.

Document Management

• Send financial and compliance-related documents (e.g., W-8/W-9, banking info, payment forms) to freelancers and vendors via DocuSign
• Ensure correct templates are used for different onboarding scenarios (e.g., international vs domestic vendors)
• Maintain and update DocuSign templates as needed
• Review submitted documents for completeness and accuracy
• Coordinate with internal stakeholders to resolve discrepancies or missing information
  

Database & Record Management

• Maintain and update the internal database and all proprietary platforms to ensure it reflects the most current information
• Identify and correct errors, inconsistencies, and redundancies in the internal database
• Pull data from internal databases and platforms to support onboarding and reporting
• Categorize, tag, and file completed documents in appropriate systems (e.g., shared drives, proprietary platforms)
• Track onboarding status and maintain logs or trackers to ensure visibility and accountability
  

Recruitment

• Assist with the initial recruitment steps, such as, sending out invitation for database registration, reviewing information entered by applicants, sending out tests, etc
• Other tasks as assigned
  

Requirements

• 1-3 years of experience in coordination, operations, or finance support roles
• Comfort working across multiple databases, spreadsheets, or platforms
• Experience using DocuSign or similar electronic document tools; ability to modify templates preferred
• Familiar with Excel and its core functionalities
• Excellent organizational and time management skills
• Ability to respond quickly, effectively, and independently in a fast-paced environment
• Able to do repetitive work, while maintaining an elevated level of focus
• A positive attitude when experiencing obstacles and enthusiastic to get things done