Administrative Coordinator

The Administrative Coordinator is the first point of contact for associates, guests, and partners at Availity’s Jacksonville headquarters. This role is critical to creating a welcoming, professional onsite experience while providing administrative coordination, facilities backup support, and office event assistance, partnering closely with Facilities, IT, HR, and business leaders.

If you genuinely enjoy people, thrive in a fast‑paced environment, and take pride in being the person who makes everything run smoothly, this role is for you. You’ll work alongside truly phenomenal colleagues across the organization—smart, kind, and collaborative people who care deeply about what they do. This is a role for someone who loves staying busy, values service, and finds purpose in making a meaningful difference in how people experience their workplace.

**This is an onsite role, ability to work from our Jacksonville office is required.

What you will be doing:

Front Desk & Guest Experience

• Greet and check in employees, candidates, vendors, and visitors; issue badges and ensure compliance with security procedures
• Provide reception support for onsite executive and Board meetings
• Sign for deliveries, certified mail, and service of process; promptly notify recipients

Facilities & Office Operations Support

• Serve as backup support to the Facilities Manager for day‑to‑day operational needs such as, Sort and distribute mail; notify recipients of overnight and priority deliveries, Maintain and update the postage machine, Assist IT with employee equipment drop‑off and pick‑up coordination, Maintain inventory and restocking of Kitchen supplies, Office supplies, FedEx/shipping supplies, Paper for print rooms

Conference Room & Meeting Support

• Coordinate conference room setup and breakdown, including:
• Room configuration
• Supplies, whiteboards, and beverages
• Verification of A/V and equipment readiness with meeting hosts

Administrative Coordination

• Provide administrative coordination support, including:
• Travel booking and logistics
• Meeting scheduling
• Expense reporting, as needed
• Coordinate new‑hire onboarding, including background checks, access setup, and day‑one support.

Catering & Events Support

• Coordinate and assist with catering for meetings and onsite events
• Support café and special onsite events

To be qualified for this position you have:

Required

• 3+ years of experience in a receptionist, administrative coordinator, office operations, or similar role
• Strong customer service mindset with the ability to interact professionally with employees, executives, and external guests
• Excellent organizational skills with strong attention to detail
• Ability to manage multiple priorities in a fast‑paced, onsite environment
• Proficiency in Microsoft Office (Outlook, Teams, Word, Excel)

Preferred

• Experience supporting conferences, events, or executive/Board meetings
• Prior experience handling travel arrangements and expense reporting

Key Competencies

• Professional presence and communication skills
• Highly organized and proactive
• Service‑oriented and solution‑focused
• Comfortable working independently while collaborating across teams
• Adaptable and flexible in response to changing onsite needs

Next steps:

After you apply, you will receive text/email messages thanking you for applying and then you will continue to receive more text/email messages alerting you as to where you are in the recruitment process.

Interview process:

• Recruiter Recorded Video Pre-Screen
• Video Interview with Hiring Manager
• Video Interview with Manager's Manager (onsite)