Administrative Coordinator

Primary Responsibilities

• Greets and assists clients, guests, subcontractors, vendors, inspectors, and staff in person and via phone with professionalism and courtesy.
• Serves as the first point of contact for incoming calls, emails, visitors, and general office inquiries.
• Manages front office operations, including appointment scheduling, visitor management, conference room coordination, and maintaining office security protocols.
• Maintains awareness of office and facility activity to ensure a safe, secure, and professional environment for employees, clients, vendors, and visitors.
• Maintains a clean, organized, and professional front office environment.
• Captures and coordinates office calendars, meetings, appointments, and administrative schedules.
• Manages incoming/outgoing mail, packages, permits, and project documentation.
• Orders and maintains office supplies, PPE inventory, and general office materials.
• Affords assistance with scheduling, travel arrangements, and administrative support.
• Supports leadership and project teams with general administrative tasks and coordination needs.
• Affords assistance with tracking deadlines, office activities, and departmental workflows to help ensure timely execution of responsibilities.

Organizational Excellence

• Develops and improves administrative systems, workflows and office efficiency.
• Maintains accurate records and reporting systems.
• Supports company culture initiatives and operational standards.
• Performs other duties as assigned.

Qualifications

• Minimum of 3-5 years of experience in a corporate customer service, administrative, office coordination, or front office role.
• Prior experience in construction, contracting, engineering, property management, or a related industry strongly preferred.
• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and time-management abilities.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook), office management systems, and customer relationship management (CRM) tools.
• The ability to multitask and prioritize in a fast-paced, deadline-driven environment.
• Proven ability to fulfill responsibilities within a fast-paced and dynamic environment.
• Demonstrated flexibility to effectively manage changing priorities and timelines through strong problem-solving skills.
• Proven time management and follow-through skills with the ability to manage multiple tasks and deadlines.
• The ability to work both independently and collaboratively within a team-oriented environment.
• Maintains tactful, mature, and professional demeanor with strong interpersonal skills and the ability to work with diverse individuals.
• Demonstrates strong work ethic and integrity with a commitment to delivering high-quality work.
• Demonstrates a passion for maintaining a safe, secure, and professional workplace environment.

Requirements

• Physical Requirements: Regularly required to use hands and fingers, feel, operate objects, tools, and controls. The employee is required to reach and extend the hand(s) and arm(s) in any direction. The employee is regularly required to stand, hold sit; climb or balance; stoop, kneel, squat, bend, crouch, or crawl; and smell. Frequently lift 10 pounds and occasionally lift 25 pounds. The employee should be able to carry from floor level to waist level; also push/pull objects with similar force.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.