Administrative Coordinator

Location: Madison, MS

Type: Full-time, hourly

Pay: $20/hour

Highlights

• On-site role in Madison, MS
• Varied, hands-on role supporting executives, staff, and our commercial office building
• Comprehensive benefits including 401(k) match, generous PTO, and health coverage
• Flexible schedule: as long as the work gets done, you control your day (run an errand, pick up the kids, handle an appointment)

About the Role

Raborn Media is seeking a dependable, detail-oriented Administrative Coordinator to keep our Madison office running smoothly and to support our executives and affiliated companies with day-to-day administrative work. This is a hybrid administrative and office/facilities role for someone who is organized, proactive, and genuinely enjoys being the go-to person who makes things happen.

You'll be the on-site face of our new commercial office building, greeting visitors, giving tours, and handling whatever the building needs, while also managing a steady stream of administrative tasks that keep the business moving: mail and deposits, subscription renewals, inbox triage, records cleanup, and shipping welcome packages and equipment. The right person is reliable, resourceful, and comfortable juggling priorities without dropping anything.

Responsibilities

Administrative & Executive Support

• Monitor and triage shared inboxes (rmadmin@, admin@), routing messages to the right people and responding where appropriate
• Check and process incoming mail; deposit checks at the bank
• Manage software subscription renewals and maintain a renewal calendar
• Forward invoices and handle email deliverability tasks such as blacklist bypasses
• Roll out company email signatures using our in-house signature generator
• Keep company records accurate and consistent across QuickBooks and Asana
• Assemble and mail employee and client welcome packages
• Organize, package, and ship company equipment
• Order and restock office supplies; keep the office stocked and presentable
• Provide general administrative support to executives and staff (scheduling, document prep, data entry, and similar)

Office & Facilities

• Serve as the on-site point of contact for the building
• Give scheduled tours of the building to prospective tenants, guests, and visitors
• Schedule and coordinate building maintenance, repairs, and vendor visits
• Troubleshoot day-to-day building issues and escalate larger items as needed
• Receive deliveries, manage keys/access, and keep common areas tidy
• Act as a liaison with tenants, vendors, and service providers
• Pitch in on anything else that comes up around the office—this role rewards a "see it, handle it" mindset

Qualifications

Must Have:

• 2+ years of administrative, office coordination, or related experience
• Strong organization, follow-through, and attention to detail
• Professional written and verbal communication skills
• Comfort with cloud-based tools (Google Workspace, Slack, QuickBooks, and Asana, or willingness to learn)
• Reliable and able to work on-site in Madison, MS every business day
• Valid driver's license and reliable transportation for bank runs, mailing, and local errands
• Able to lift and move equipment and packages (occasional light physical work)

Benefits

• Vanguard 401(k) with 100% match on the first 3% + 50% match on the next 2%
• 17 PTO days + 13 paid holidays (30 days total in 2026)
• Health insurance (50% of employee premiums covered)
• Optional dental and vision insurance
• Maternity and paternity leave

Culture Fit

We value integrity, collaboration, and long-term relationships. The right person will thrive in an entrepreneurial, fast-paced environment, take ownership of their work, and enjoy being the reliable hub that keeps an office and a team running.

Equal Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.