Administrative Coordinator

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 Monitors and supports building and visitor security procedures, including guest check-in/check-out processes, visitor badges, access control coordination, and adherence to company safety and security policies 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 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 Assists leadership with scheduling, travel arrangements, and administrative support Assists with project-related documentation, scheduling coordination, and internal communication efforts Coordinates with field personnel, vendors, subcontractors, and office staff to support operational efficiency Maintains organized digital and physical records, files, and project-related documentation Supports leadership and project teams with general administrative tasks and coordination needs Assists with tracking deadlines, office activities, and departmental workflows to help ensure timely execution of responsibilities Responds to high-level customer inquiries, resolves issues promptly, and escalates concerns when necessary Delivers responsive, professional, and solutions-oriented customer service to clients and stakeholders Coordinates with internal departments, field personnel, project managers, suppliers, and vendors to facilitate seamless communication and service delivery Maintains accurate records, logs, reports, and documentation related to customer interactions, office activities, and project coordination Handles sensitive or confidential information with discretion Ensures all communication reflects the company’s professionalism and commitment to quality Develops and improves administrative systems, workflows and office efficiency Maintains accurate records and reporting systems Requirements 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 Ability to multitask and prioritize in a fast-paced, deadline-driven environment Professional appearance, demeanor, and a high level of discretion Strong attention to detail and customer-first attitude Proven ability to fulfill responsibilities within a fast-paced and dynamic environment Demonstrates 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 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 Highly motivated with a demonstrated passion for excellence, accountability, and initiative Demonstrates strong work ethic and integrity with a commitment to delivering high-quality work Passion for maintaining a safe, secure, and professional workplace environment. #J-18808-Ljbffr