Position Overview
We are seeking a reliable, organized, and detail-oriented Office Administrator / Coordinator to support daily operations and keep our office running smoothly. This role plays a critical part in communication, scheduling, customer experience, and accurate record keeping across the company. The ideal candidate is proactive, professional, comfortable with technology, and able to thrive in a fast-paced environment.
Key Responsibilities
Answer and route incoming calls and messages; respond to customer inquiries in a courteous and professional manner
Schedule appointments, manage calendars, and coordinate field staff and project timelines
Maintain and organize digital and paper files, contracts, and project documentation
Prepare invoices, track payments, and assist with basic bookkeeping and data entry
Update and maintain customer records, leads, and job information within the company CRM
Order and manage office supplies, equipment, and materials
Coordinate with vendors, subcontractors, inspectors, and clients as needed
Assist with permitting processes and scheduling inspections when applicable
Support management with reporting, job tracking, and administrative support
Help ensure the office remains clean, organized, and operating efficiently
Utilize company software and systems to improve workflow, communication, and tracking
Qualifications
Previous experience in an office administration, receptionist, or coordinator role preferred
Strong working knowledge of computers is required, including comfort with modern office software, cloud systems, and digital file management
Should be able to communicate in both English and Spanish
Experience using CRM systems is highly preferred; construction or service-based CRM experience is a strong plus
Excellent organizational and time management skills with strong attention to detail
Strong written and verbal communication skills with a professional demeanor
Proficient in Microsoft Office Suite including Word, Excel, Outlook, and general office technology
Experience with QuickBooks, scheduling platforms, or construction management software is a plus
Ability to multitask, prioritize, and work independently
Positive attitude, dependable work ethic, and team-oriented mindset
What We Value
We are looking for someone who takes pride in keeping an office running smoothly, communicates well with both customers and team members, and embraces modern technology to stay efficient and organized. This position offers the opportunity to grow with a company that values reliability, professionalism, and initiative.
Please send your resume to apply
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