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SalaryJob Description: Office Coordinator
We are seeking a highly organized and detail-oriented individual to join our team as an Office Manager. As an Office Coordinator in our HVAC Testing and Balancing Company, you will be responsible for overseeing daily administrative tasks, as well as coordinating with the estimating department, supporting accounting functions, and assisting the operations department with various tasks. This is a key role that requires excellent communication skills and the ability to handle multiple priorities in a fast-paced environment.
Responsibilities:
1. Administrative Duties:
- Answer and redirect incoming calls and emails, providing assistance or forwarding messages/emails as necessary.
- Handle incoming and outgoing mail, shipments, and deliveries.
- Supply orders and Printer Maintenance/Issues
- Other duties as assigned
2. Estimating Department Coordination:
- Collaborate with the estimating department to ensure efficient and accurate intake of bid opportunities.
- Assist in organization of bid packages, including gathering and organizing project information.
- Maintain and update the estimating database and documents, ensuring all details are accurate and readily accessible.
- Communicate with customers and potential customers to gather necessary project information and documentation.
- Assist with Vendor Compliance Documents (ie: COI, W9, Self Certtification, SF1413, Safety Plans)
- Set up new jobs after they have been awarded
3. Accounting Support:
Assist the accounting department with various tasks related to new job entry into accounting software and weekly collections review and follow up.
- Assist in managing payroll and benefits administration for employees.
- Certified Payroll
- Email AR statements and send requested invoice copies to customers and forward remaining AR issues to appropriate parties.
4. Operations Department Support:
- Maintain project files and documentation, ensuring all necessary information is up to date and readily accessible as well as scanning in drawings or printing as requested.
- Write up T&M jobs as necessary and enter jobs in the accounting system.
- Assist with the completion of safety plans.
Skills and Qualifications:
- Proven experience in a similar administrative role.
- Excellent organizational and time management skills.
- Strong attention to detail and ability to multitask.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook). Accounting Software is Foundations.
- testing and balancing systems or the construction industry is a plus.
- Ability to work collaboratively in a team environment and take initiative.
- Demonstrated problem-solving skills and ability to prioritize tasks effectively.
Join our team and contribute to the success of our Company by ensuring the smooth and efficient operation of our office, supporting various departments, and coordinating with clients, subcontractors, and suppliers. We offer competitive compensation and benefits.
Job Type: Full-time
Pay: $26.00 - $28.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
Work Location: In person
