Office Admin Coordinator
Growing company seeks a highly skilled Office Admin/Coordinator to support the brnach by performing a blend of administrative duties, project coordination, and basic accounts payable/accounts receivable (AP/AR) support. This position plays a key role in maintaining daily office functions and assisting project managers with documentation and logistical support. The role requires strong attention to detail, flexibility, and the ability to work collaboratively across teams in a dynamic environment.
Duties Include:
- Weekly billing of jobs through Sage software.
- Answering phones, handling incoming/outgoing mail, collecting and scanning receipts, and organizing packing slips
- Stocking office supplies and replenishing as needed
- Assisting with basic HR tasks such as preparing new hire paperwork.
- General office support and data entry.
- Preparing job folders with required documentation (maps, photos, job details).
- Following up with vendors or material deliveries.
- Assisting project managers with documentation (e.g., quotes, schedule of values, permits, job plans).
- Supporting project scheduling and rental equipment tracking.
- Coordinating project-related communication with clients, as directed by project managers.
- Assisting with light AP/AR tasks such as invoicing and generating purchase orders.
- Serve as back-up support for entry related to job opening processes in systems like Sage and Exaktime.
- Serve as back-up support with production reports and backlog tracking
Requirements:
- Strong attention to detail and organization skills
- Ability to handle multiple priorities and meet deadlines
- Effective written and verbal communication skills
- Proficiency in Microsoft Office (Excel, Word, Outlook).
- Ability to work both independently and as part of a team.
- 1 – 2 years of experience in an office administration or administrative support role.
- Basic knowledge of accounts payable and accounts receivable processes
- Experience with Sage or other ERP/accounting software.
- Familiarity with project coordination tasks, especially in construction, field services, or operations environments.