Administrative & Customer Support Coordinator

Description

Administrative & Customer Support Coordinator

Certco, Inc. | Madison, WI

Are you looking for an opportunity to get your foot in the door with Certco or take the next step in your career? The Administrative & Customer Support Coordinator (ACSC) is an exciting opportunity to join a growing team in a role that offers visibility, variety, responsibility, and purpose.

This position is part of a two-person team working closely with our Administrative & Customer Support Lead (ACSL). Together, this team provides important support to Certco leadership, helps coordinate internal operations, supports company events, and plays a key role in delivering an excellent experience to our Certco Members.

For current Certco employees, this is a great opportunity to step into a new role, expand your knowledge of the company, work directly with leadership, and develop skills that can open the door to future career opportunities.

Administrative & Leadership Support

• Partner with the Administrative & Customer Support Lead as a primary liaison to the receptionist desk and provide support to the Director Team
• Handle projects and tasks assigned by the Director Team
• Assist with board meetings and preparation of shareholder materials
• Support retailer-facing events, including retailer summits, forums, and other company events
• Help coordinate key company events, including Food Shows, and maintain relationships with event partners and hotels
• Assist with tracking, organizing, and verifying documents to support regulatory and procedural compliance
• Manage and update Standard Operating Procedures (SOPs)
• Maintain confidentiality of information related to executives, board members, and shareholders
• Process select vendor invoices
• Assist with company events, retirement celebrations, and special occasions

Customer & Member Support

• Help enhance the Certco Member experience by building relationships with our Members
• Support, document, and report on Certco Special Ad Offers and pre-ordered product adjustments
• Assist with transportation and warehouse questions and concerns
• Take ownership of Member calls and follow through to ensure the expected Certco response is achieved
• Work with internal departments to help resolve customer questions and concerns

Front Desk & Office Support

• Answer phones and accurately direct calls to the appropriate person
• Manage door access and provide a welcoming, professional experience for visitors
• Coordinate daily front desk activities and help ensure appropriate front desk coverage
• Sort, prepare, file, and distribute internal and truck mail
• Coordinate mailing of invoices and organizational documents
• Monitor supplies for upstairs breakrooms and bathrooms and help maintain a clean and welcoming environment
• Maintain Emergency Procedures and Attendance listings
• Assist with lunch orders, setup, and cleanup for company events
• Place and coordinate orders for special occasions, including births, deaths, hospital stays, and grand openings
• Perform other duties as assigned by management

We are looking for someone who is friendly, highly organized, detail-oriented, adaptable, and proactive.

The ideal candidate will have:

• Previous experience as an Executive Assistant, Receptionist, Administrative Coordinator, or in a similar role preferred
• Professional demeanor and the ability to handle confidential information with discretion
• Excellent communication, proofreading, and organizational skills
• Strong attention to detail
• Ability to manage multiple priorities and adapt to changing needs
• A proactive, problem-solving mindset
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook
• Ability and willingness to learn Certco's internal systems and processes
• A strong teamwork mentality and willingness to pitch in wherever needed

This is a high-visibility position with a purpose. You will work closely with Certco leadership while also interacting with employees, Certco Members, vendors, retailers, and visitors. No two days will necessarily look the same, and you will have the opportunity to learn how many different areas of Certco work together.

For someone looking to get their foot in the door at Certco, this position provides exposure to leadership, customer service, events, operations, compliance, and the broader organization.

For a current Certco employee, this is an opportunity to step into a new role, expand your skill set, increase your visibility within the organization, and take on responsibilities that directly support the growth of our Customer Support function.

As our Customer Service and Member Support needs continue to grow, this position will play an important role in helping Certco maintain strong relationships with the independent retailers we serve.

At Certco, we believe in developing our people and providing opportunities to grow. If you are someone who enjoys helping others, solving problems, staying organized, and being part of a team where your work makes a difference, we would love to hear from you.

This could be your opportunity to start—or take the next step in—your Certco career.

Requirements

Schedule: Monday - Friday

Hours: 7:30am - 4pm

Essential Job Functions

Key Responsibilities:

Administrative & Executive Support

• Working with and in support of the ACSL as a primary liaison to the receptionist desk and support to the Director Team.  
• Handle other projects and tasks assigned by the Director team.
• Serve as an additional resource with the hotel where Certco hosts its key events (e.g., Food Shows), coordinating reservations, logistics, and ongoing relationship management.
• Provide support for other retailer facing events, including retailer summits, retailer forums and other events.
• Assist with coordinating board meetings and preparing shareholder materials.
• Provide support in tracking, organizing, and verifying documents to maintain regulatory and procedural compliance.
• Assist with coordinatization of daily front desk activities including ensuring daily front end coverage needs are maintained.
• Enhance Certco Customer Service by establishing relationships with Certco Members by supporting, documenting and reporting on Certco Special Ad Offers, Pre-Ordered product adjustments, Transportation and Warehouse questions and concerns. Includes taking ownership of retailer’s store calls to ensure expected Certco response is achieved.
• Manage and update Standard Operating Procedures (SOPs).
• Maintain confidentiality of documentation related to the executive team, board members, and shareholders.
• Process selects vendor invoices.
• Assist with lunch orders, set-up, and clean-up for company events.
• Assist with coordinating retirement parties and other special events.
• Place and coordinate orders for special occasions (births, deaths, hospital stays, grand openings, etc.).

Front Desk & Communication

• Answer phones, manage door access, and serve as a welcoming presence for visitors.
• Ensure calls are promptly and accurately transferred to the appropriate person.
• Sort, prep, file, and distribute internal and truck mail.
• Coordinate mailing of invoices and organizational documents.
• Ensure appropriate supply of inventory for upstairs breakrooms and bathrooms. Maintain breakroom cleanliness.
• Manage and maintain Emergency Procedures and Attendance listings.
• Performs other duties assigned by management
• Be regular in attendance and comply with the Company Attendance Policy

Qualifications

• Previous experience as an Executive Assistant, Receptionist, Administrative Coordinator, or similar role preferred.
• Professional demeanor with the ability to handle confidential information.
• Excellent communication, proofreading, and organizational skills.
• Ability to manage multiple priorities and adapt to changing needs.
• Strong attention to detail with a proactive, problem-solving mindset.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn internal systems.

Work Environment

This position is based on-site and is the support role of a two-person team that works collaboratively to support the Director team and broader organization. Teamwork, communication, and a flexible, “pitch in” attitude are essential for success. The role requires handling sensitive and confidential information with the utmost discretion and professionalism.

Certco is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.