OFFICE COORDINATOR

Job Description

Job Description

Description:

We are seeking a highly organized Office Coordinator to support our multi-location operations team. This role will be responsible for managing permits and licenses, maintaining the company’s internal ticketing system, coordinating utility accounts, supporting maintenance requests, and managing vendor communication and follow-up.

The right candidate must be detail-oriented, dependable, and able to manage multiple priorities at once. This position requires regular communication with vendors, utility companies, government agencies, area managers, store managers, and office staff.

Responsibilities include tracking permit renewals, maintaining compliance records, monitoring open tickets, coordinating maintenance requests, following up with vendors, managing utility accounts, reviewing documentation, and preparing reports for management.

We are looking for someone who takes ownership, follows through, keeps accurate records, and helps ensure that company locations remain organized, compliant, and operational.

The Office Coordinator will be responsible for supporting multi-location operations by managing permits, utilities, maintenance requests, vendors, and internal ticket tracking.

This position will:

• Track, organize, and renew permits, licenses, and compliance documents for all company locations. 
• Maintain and update the internal ticketing system, including creating, assigning, following up on, and closing tickets. 
• Coordinate maintenance requests, repairs, vendor scheduling, approvals, and completion follow-up. 
• Manage vendor communication, estimates, invoices, service documentation, and performance tracking. 
• Manage utility accounts, including service setups, transfers, disconnects, billing issues, and account records. 
• Communicate with government agencies, utility companies, vendors, area managers, store managers, and internal departments. 
• Maintain accurate records, spreadsheets, reports, files, photos, invoices, and documentation. 
• Escalate urgent, overdue, or unresolved issues to management. 
• Prepare regular reports on open tickets, completed maintenance, permit deadlines, utility issues, and vendor performance. 

Key Responsibilities:
Manage permit and compliance tracking, maintain the company’s internal ticketing system, coordinate maintenance requests, manage vendor communication and follow-up, oversee utility accounts, maintain accurate records, and provide administrative support to ensure all company locations remain organized, compliant, and operational.