Heritage Exteriors
Position Description: Office Coordinator
Position: Office Coordinator
Department: Administration
Reports To: Management
Employment Status: Full Time
Position Summary
The Office Coordinator is responsible for supporting the day-to-day administrative operations of Heritage Exteriors while providing exceptional customer service and ensuring accurate and timely completion of office, financial, customer, and administrative tasks.
This position serves as an important point of contact for customers, employees, vendors, and business partners. The Office Coordinator is responsible for maintaining organized office systems, accurate customer and financial records, coordinating office needs, supporting company programs and events, and ensuring leads and customer information are properly entered and followed up on.
Essential Job Duties and Responsibilities
Customer Service & Communication
- Provide professional, friendly, and responsive customer service to customers by phone, email, and other communication channels.
- Assist customers with questions, requests, scheduling, and general information.
- Direct customer concerns and issues to the appropriate team member when necessary.
- Maintain a positive and professional representation of Heritage Exteriors in all customer interactions.
- Follow up with customers and leads as directed to ensure timely communication and a positive customer experience.
Lead Management & Follow-Up
- Enter all customer leads into the company CRM accurately and promptly from all lead sources.
- Monitor incoming leads to ensure no opportunities are missed.
- Follow up on leads according to company procedures and timelines.
- Maintain accurate customer and lead information in the CRM.
- Communicate lead status and follow-up information to the appropriate team members.
- Assist management with tracking lead sources and customer opportunities.
Accounts Payable & Financial Administration
- Assist with accounts payable processes, including receiving, organizing, coding, and processing invoices and bills.
- Review and maintain appropriate documentation for purchases and expenses.
- Process company credit card receipts and ensure transactions are accurately entered into QuickBooks and the CRM as applicable.
- Follow up on missing receipts or documentation.
- Maintain organized financial records and assist with administrative accounting tasks as needed.
- Communicate with vendors regarding invoices, payments, and account questions when appropriate.
Office Administration & Organization
- Maintain organized and accurate office files, records, and documentation.
- Manage office filing systems, including electronic and physical records.
- Order and maintain office supplies and ensure the office has the necessary materials to operate efficiently.
- Monitor office needs and coordinate routine office maintenance and service appointments.
- Schedule and coordinate office maintenance, repairs, and service providers.
- Maintain a clean, organized, professional, and welcoming office environment.
- Assist with general administrative tasks and projects as assigned.
IT & Technology Coordination
- Serve as the primary office contact for the company's IT service provider.
- Coordinate IT support requests and communicate technology issues to the IT company.
- Assist employees with coordinating technology-related needs and troubleshooting through the appropriate IT resources.
- Help maintain awareness of office technology, equipment, and service needs.
Customer Referral Program
- Manage the Heritage Exteriors customer referral program.
- Maintain accurate records of referral activity and customer referrals.
- Communicate with customers regarding referral program information and requirements.
- Track referral activity and coordinate applicable referral rewards or payments.
- Provide management with updates and information regarding referral program performance.
Company Events & Employee Support
- Organize and coordinate company events, meetings, celebrations, and other internal activities.
- Assist with event planning, scheduling, purchasing, communication, and logistics.
- Support management and employees with various administrative needs and projects.
General Responsibilities
- Maintain confidentiality of company, customer, employee, and financial information.
- Follow company policies, procedures, and established administrative processes.
- Maintain accurate and timely records in company systems.
- Communicate effectively with management, employees, customers, vendors, and business partners.
- Identify administrative issues or opportunities for improvement and bring them to management's attention.
- Perform other duties and responsibilities as assigned.
Qualifications
- Previous office administration, customer service, or coordinator experience preferred.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Strong attention to detail and accuracy.
- Ability to manage multiple priorities and meet deadlines.
- Comfortable working with computers, email, spreadsheets, CRM systems, and accounting software.
- Experience with QuickBooks and CRM systems preferred.
- Ability to maintain confidentiality and handle sensitive financial and customer information professionally.
- Strong problem-solving skills and the ability to work independently.
- Positive, professional, dependable, and team-oriented attitude.
Key Attributes for Success
The successful Office Coordinator will be:
- Organized and detail-oriented
- Customer-focused and professional
- Reliable and accountable
- Proactive and able to work independently
- Comfortable managing multiple responsibilities
- Accurate with financial and customer information
- A strong communicator and team player
Performance Expectations
The Office Coordinator is expected to maintain accurate records, respond to customers and leads in a timely manner, keep administrative processes organized, support the financial and operational needs of the company, and contribute to a professional and positive office environment.
This position description is intended to describe the general nature and level of work performed by the employee. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Additional duties may be assigned as business needs require.
Pay: $20.00 - $24.00 per hour
Benefits:
- Dental insurance
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Retirement plan
Work Location: In person
