Office Secretary / Front Office Coordinator

Job Description

Job Description

Office Secretary / Front Office Coordinator

Company: Elevation Flooring
Location: Baltimore, Maryland
Schedule: Monday–Friday, 8:30 AM–4:00 PM

Position Overview

Elevation Flooring is seeking a friendly, dependable, and highly organized Office Secretary to manage our front office and provide concierge-level service to our employees, customers, vendors, and installers.

The most important responsibilities are answering and properly routing all incoming phone calls and managing the flow of flooring samples. This person should make it easy for anyone contacting or visiting Elevation Flooring to quickly receive the help they need. THIS IS AN IN OFFICE POSITION 8:30 AM- 4 PM

Primary Responsibilities

Phone Coverage and Communication

• Answer all incoming company phone calls promptly and professionally.
• Understand what each caller needs and connect them with the correct employee.
• Take complete and accurate messages when someone is unavailable.
• Follow through to ensure important calls and messages are not overlooked.
• Maintain a welcoming, helpful, and professional tone with every caller.
• Avoid sending callers from person to person without clear direction.
• Monitor general office communications and route requests appropriately.

Sample Management

• Receive, label, organize, and store all incoming flooring samples.
• Identify the project, customer, manufacturer, and employee connected to each sample.
• Notify the appropriate employee immediately when samples arrive.
• Prepare, package, and coordinate outgoing samples for customers, general contractors, designers, and project teams.
• Track which samples were received, sent, delivered, approved, or still require action.
• Follow up with employees when samples are waiting to be reviewed or distributed.
• Maintain a clean and organized sample area so materials can be found quickly.
• Help prevent samples from becoming lost, delayed, or associated with the wrong project.

Concierge-Level Employee Support

• Serve as the first point of contact for employees who need administrative help or direction.
• Help employees quickly find the correct person, information, document, sample, or office resource.
• Receive requests professionally and take ownership of routing them to the correct person.
• Help coordinate deliveries, office supplies, documents, visitors, and other everyday office needs.
• Create a welcoming and organized office environment for the entire Elevation Flooring team.
• Provide consistent follow-through so employees know their requests have been handled.

Secondary Responsibilities

Installer Invoice Collection

• Collect invoices from installers and subcontractors.
• Confirm each invoice includes the correct project, work performed, amount, and necessary supporting information.
• Send invoices to the appropriate project manager or accounting team member.
• Follow up when information is missing.
• Maintain an organized record of invoices received and submitted.

Hotel Coordination

Hotel coordination is not expected to be a daily responsibility but will be required when employees or installation crews travel for projects.

• Find and book suitable hotels near project locations.
• Coordinate room assignments, arrival and departure dates, extensions, and cancellations.
• Send reservation details to the appropriate employees, installers, and project managers.
• Update reservations when project schedules change.
• Collect confirmations and receipts and route them to the appropriate team member.
• Seek practical company or group rates when available.

Company Events

• Assist with company lunches, meetings, celebrations, holiday parties, and employee events.
• Coordinate venues, food, invitations, supplies, schedules, and attendance.
• Communicate event information clearly to employees.
• Help ensure events are organized and remain within the approved budget.

Ownership Meetings

• Occasionally sit in on ownership or management meetings when requested.
• Take clear notes and record decisions, assignments, and follow-up items.
• Distribute notes or action items to the appropriate employees.
• Keep information discussed during ownership meetings confidential.

Qualifications

• Dependable, punctual, FRIENDLY AND NICE, and professional.
• Excellent telephone and customer-service skills.
• Strong organization and attention to detail.
• Able to communicate comfortably with employees, customers, vendors, installers, and executives.
• Able to manage multiple requests and follow through without repeated reminders.
• Comfortable using email, calendars, Microsoft Office, and standard office equipment.
• Capable of handling confidential company information appropriately.
• Previous receptionist, administrative, hospitality, or office-coordination experience is preferred.
• Construction or flooring-industry experience is helpful but not required.

What Success Looks Like

The right person will make Elevation Flooring’s office feel organized, responsive, and welcoming. Calls will reach the correct people, messages will not be missed, samples will always be accounted for, and employees will receive a high level of internal service and support.

Elevation Flooring is a commercial flooring contractor founded in 2017 and headquartered in Baltimore, MD. We partner with the nation’s leading general contractors to deliver precision flooring solutions across data centers, corporate interiors, healthcare, and federal projects.
We operate across the Baltimore/DC corridor and are actively expanding into other States and other growth markets. Our team is lean, performance-driven, and built on a culture of accountability and ownership. We move fast and we need people who can move with us.

Company Description

Elevation Flooring is a commercial flooring contractor founded in 2017 and headquartered in Baltimore, MD. We partner with the nation’s leading general contractors to deliver precision flooring solutions across data centers, corporate interiors, healthcare, and federal projects.\r\nWe operate across the Baltimore/DC corridor and are actively expanding into other States and other growth markets. Our team is lean, performance-driven, and built on a culture of accountability and ownership. We move fast and we need people who can move with us.