Administrative Coordinator, B Lab

Company Overview
SCS Global Services is a pioneer and leader in the field of sustainability standards and third-party certification, working across the economy in the natural resources, built environment, food and agriculture, consumer products, and climate sectors for over 40 years. As a Benefit Corporation, we are committed to socially and environmentally responsible business practices, and through the application of sound science, we are driving positive change.

Job Overview
The Administrative Coordinator in the B Lab division supports staff and clients through the certification process, and is responsible for the management and organization of client data and files. This role involves maintaining program files and client records, working with staff and contract auditors, uploading client information into databases, issuing certificates, work orders, and invoices. The Administrative Coordinator supports the Technical Coordinators/Associates and Program Manager in the administration of certification activities and helps create process efficiencies. The Administrative Coordinator might also support the Technical Coordinators/Associates and other team members on making specific travel arrangements.

Essential Duties and Responsibilities
Operations

• Complete database uploads and manage package data for clients
• Create certificates and send to clients
• Support team in administrative tasks and reach out to clients as necessary
• Manage client database and all records for clients, including but limited to applications, reports, certificates, work orders, and invoices
• Ensure program compliance with SCS Global Services quality system
• Ongoing maintenance of all new, existing, and archived program files in accordance with program requirements
• Primary responsible for arranging travel bookings for auditors and staff

Invoicing

• Create and send invoices for initial clients, incorporating expense reports and invoices received
• Support with creation of work orders for renewal clients
• Review all expense reports for contractors, vendors and regional auditors

Communication

• Send work orders, invoices, certificates, and other required items to clients
• Track and manage client deadlines for program correspondence
• Ensure project milestones and deadlines are established and clearly communicated and understood by staff and contract auditors, in English and Spanish
• English and Spanish written communication and potentially phone conversations when supporting with bookings of hotels and venues

Audit Planning

• Support customers with audit scheduling
• Manage auditors travel budgets and support with auditor calendars
• Carry out travel booking and logistical arrangements

Minimum Qualifications

• High School Diploma General Education
• Experience in data management
• Experience with organization and customer service
• Excellent organizational skills and strong attention to detail
• Excellent observation and data management skills
• Ability to complete time-sensitive projects and to provide realistic deadlines
• Initiative and ability to work independently; responsive, and adaptive to team environment
• Ability to switch tasks quickly and comfortably
• Strong proficiency Microsoft Office including Word, Excel, PowerPoint, and Outlook
• Strong communication skill and demonstrated abilities in critical analysis

Preferred Qualifications

• Associate's Degree in a related field
• Experience with Salesforce

The above description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Additional duties outside of normal responsibilities may be required from time to time as assigned.

Working Remotely
SCS Global Services is recruiting all open roles to be remote; allowing our employees the ability to work flexibly and allowing SCS Global Services as a company to diversify the experience and perspectives of our growing workforce. This is a home-office based role and may include travel with local, domestic, and/or international trips. Details will be clarified during the recruitment process.

Estimated Annual Salary
$12,000.00 - $22,000.00 USD

EEOC Statement
SCS Global Services provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. SCS Global Services complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.