Administrative Coordinator – Reporting
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Job Description
Administrative and Reporting Coordinator producing recurring Excel reports and coordinating travel for Capital Vacations, a timeshare company. Improving operational accuracy through AI-enabled process automation.
Responsibilities:
- Produce and distribute recurring operational reports
- Maintain data accuracy across reporting tools
- Support administrative functions, including travel coordination
- Use Microsoft Excel for data analysis, reconciliation, and reporting
- Apply formulas, pivot tables, lookups, and structured formatting
- Identify opportunities to streamline reporting through improved Excel workflows
- Leverage AI tools to automate repetitive tasks and enhance reporting efficiency
- Identify and propose solutions to improve data accuracy, speed, and usability
- Book and manage business travel arrangements, including flights, lodging, and itineraries
- Ensure travel plans comply with company policies, cost guidelines, and timelines
- Provide administrative support for scheduling, coordination, and documentation
- Prepare and distribute scheduled internal and external reports daily, weekly, and monthly
- Maintain standardized report templates and documentation
- Coordinate with stakeholders regarding report requirements and delivery timelines
- Comply with company policies, business ethics, FLSA regulations, and applicable laws
- Ensure confidentiality, reliability, quality, and productivity
Requirements:
- Bachelor’s degree or equivalent experience in a related field
- Minimum 2 years’ experience in the administrative field required
- Minimum 6 months’ supervisory experience in the administrative field required
- Strong proficiency in Microsoft Excel
- Experience using AI tools for productivity or data-related tasks
- Experience pulling, organizing, and distributing reports
- Proficiency in Microsoft Office Suite and applicant tracking systems (ATS)
- Ability to develop and implement business strategies
- High attention to detail and strong organizational skills
- Proficient in time management and ability to manage multiple priorities
- Ability to manage recurring deadlines with minimal supervision
- Excellent customer service skills
- Exceptional communication and relationship-building abilities
- Must be open to relocating as opportunities arise
- Previous recruiting experience preferred but not required
- Timeshare industry experience is a significant plus
- Familiarity with payroll, Concur, or performance reporting environments preferred
Benefits:
- Equal opportunity employer
- Additional hours may be necessary to meet deadlines and goals
- Scheduled attendance requirements may change due to business needs
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