Position Overview
We are seeking an organized, dependable, and detail-oriented Administrative Coordinator to provide day-to-day administrative support to our office, sales, accounting, and operations teams.
This position will be responsible for taking ownership of routine administrative tasks, maintaining accurate company and project records, assisting team members with documentation and information, and helping ensure that items do not fall through the cracks.
The ideal candidate is someone who can learn our systems, work independently after training, communicate professionally, and recognize what needs to be done without requiring constant direction.
Primary Responsibilities
General Administration
- Maintain accurate customer, employee, vendor, and project information.
- Complete daily data entry and record updates.
- Scan, upload, file, and organize company documents.
- Maintain digital and physical project files.
- Answer and route incoming phone calls and messages.
- Prepare documents, forms, packets, and other paperwork as requested.
- Monitor outstanding paperwork and follow up when information is missing.
- Assist with general office organization and administrative needs.
Project & Operations Support
- Enter and update project information in Buildertrend.
- Upload contracts, permits, plans, photos, and project documentation.
- Maintain organized customer and project records.
- Assist with permit applications, submissions, and tracking.
- Help prepare project folders and information needed by the field team.
- Assist with scheduling-related administrative tasks.
- Communicate routine project information between departments.
- Help ensure project documentation is complete and current.
Sales Support - Only When Sales are overwhelmed
- Assist sales staff with customer and project paperwork.
- Enter and maintain lead/customer information.
- Upload estimates, contracts, photos, and supporting documents.
- Help track missing information and required documentation.
- Provide administrative assistance to the sales team as needed.
Accounting Support - Only When Accounting is Overwhelmed.
- Organize receipts, invoices, and supporting documentation.
- Assist the accountant with data entry and document collection.
- Help locate missing receipts or project documentation.
- Maintain organized accounting records and files.
- Provide other basic administrative assistance as requested by accounting.
Expectations
The Administrative Coordinator is expected to:
- Maintain a high level of accuracy and attention to detail.
- Keep company and customer information confidential.
- Communicate professionally with customers and coworkers.
- Complete assigned responsibilities without repeated reminders.
- Prioritize tasks appropriately when several departments need assistance.
- Ask questions when necessary and take notes during training.
- Follow established company procedures.
- Take ownership of routine responsibilities once trained.
- Identify missing information or incomplete tasks and work to resolve them.
- Maintain a professional, organized workspace.
Qualifications
- Previous administrative, office, data-entry, or customer-service experience preferred.
- Comfortable working with computers and learning new software.
- Experience with Microsoft Office preferred.
- Strong written and verbal communication skills.
- Strong organizational and time-management skills.
- Ability to work independently.
- Ability to manage multiple responsibilities and changing priorities.
- Accurate typing and data-entry skills.
- Experience with Buildertrend or QuickBooks is helpful but not required.
