Administrative Coordinator NWS

Location: Livermore, California
Title: Administrative Coordinator
Schedule (FT/PT): Regular Full Time
Travel Required: No
Government Clearance: Ability to Obtain

North Wind Services (NWS) is seeking an Administrative Coordinator to join our team in Livermore, CA, supporting the Lawrence Livermore National Laboratory (LLNL). As a premier government contractor, NWS collaborates with LLNL to advance national security through cutting-edge science, technology, and engineering. With a proven track record of mission success, we are dedicated to finding exceptional talent to fuel innovation and excellence.

The Administrative Coordinator will be responsible for supporting the onsite project processes, including maintaining process documentation and collaborating with all functions of the project management office team. The successful candidate will be required to pass various on-site training modules to pursue work assignments. This role demands a proactive problem-solver and relationship-builder with a high degree of autonomy and a commitment to delivering positive candidate experience.

• Organize meetings and coordinate logistics with peers and clients for internal or external events.
• Prepare reports by researching, compiling, and summarizing data to share with the team and internal stakeholders.
• Serve as a reliable contact for employees and clients by handling phone and email inquiries and facilitating successful communication.
• Utilize project-based software to document deadlines, requirements and scope of work required.
• Assist with identifying and planning external events and cultivate relationships with outside organizations to increase the pipeline of qualified and diverse applicants.
• Provide training and consultation to external clients regarding project deliverables, use of the project-based software, and relevant policies, procedures, and regulations.
• Review and monitor onboarding/recruiting metrics to maximize process improvement and quality of candidate experience.
• Deliver quality customer services to internal and external constituents in a professional, helpful, and courteous manner.
• Maintain consistency with HR policies, procedures and requirements, and applicable local, state and federal laws.

• Maintains an open, flexible, and innovative attitude about ongoing process improvement and enhancement.
• Troubleshoot improvement of current office processes by supporting onsite leadership and
• Compiles data and prepares reports as requested.
• Participate in special projects as needed.
• Other duties as assigned.

Education and Experience:

• Associate’s Degree in Communications, Business, or related field (or the equivalent combination of education and experience).
• At least 1 to 2 years of professional administrative experience is required.
• Knowledge of HR processes and/or recruitment is a plus.

• Demonstrated administrative knowledge and experience including accurate editing, grammar, and proofreading skills, advanced knowledge of office procedures, techniques, and methods.
• Proficiency utilizing Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Demonstrated organizational and time management skills required.
• Ability to provide the highest level of customer service to both internal and external clients.
• Strong attention to detail is required.
• Demonstrated ability to exercise sound judgment in evaluating situations and assessing for effective decision-making is required.
• Ability to meet deadlines and multi-task in a rapidly changing environment with changing priorities required.

• Ability and willingness to travel as needed.
• Ability to work OT if required.
• Valid California driver’s license.

• Mix of agency and corporate human resources/recruiting experience.
• Familiarity with Service Contract Act regulations.
• Familiarity with the mission of the Lawrence Livermore National Laboratory (LLNL).
• Experience attending career fairs and hiring events.
• Basic knowledge of the Department of Labor guidelines, and federal and state laws related to employment practices.