Office Coordinator & Receptionist

Job Description

Job Description

About the Job:

Before applying for this job, please read the description in its entirety and follow the instructions under "How to Apply".

Note that all candidates will be required to undergo a background check as part of the hiring process.

Office Coordinator & Receptionist at Ferguson Builders:

• Starting at $42,000 - $50,000 Annually.
• Job Type: Full Time, 40+ hours per week, Monday to Friday.
• Work Location: Primarily in-office, with occasional outside tasks.

Benefits:

• Holidays Off & Vacation/PTO.
• Parental Leave.
• Health Benefit - QSEHRA.
• 401(k) Match: 100% of the first 3% you contribute to your 401(k) and 50% of the next 2%, for a maximum company match of 4%.
• Company Gear & Apparel.
• Team Building & Family Events.
• Gear Share.
• Profit Share: After 90 days, once you have taken on all your responsibilities and received a vote from the team, you are eligible to receive a quarterly profit share! We believe that sharing company profits encourages efficiency and ownership. And who doesn’t love a good bonus incentive?

Why Join Our Team?

• Excellence in Craftsmanship - We take pride in delivering high-quality work. Every project is custom and different.
• Steadily Growing - There’s solid work ahead and room to grow with us if you’re ready to show up and deliver.
• Clear Communication - We value open, honest, and respectful communication at every level.
• Core Values - Our Core Values are more than just words on a wall. They guide our actions, shape our culture, and drive every decision we make: Team Player, Excellence, Ownership, Motivated, and Greater Purpose.

Who We Are Looking For:
We’re looking for a highly organized, detail-oriented Office Coordinator and Receptionist who brings a polished, professional, and welcoming presence to every interaction. This role is essential to creating an exceptional client experience while keeping our daily office operations accurate, efficient, and running smoothly.

As the first point of contact for clients, guests, and vendors, you’ll create a welcoming and professional experience from the moment someone calls or walks in. You’ll manage phone and email communication, coordinate scheduling, and keep client records accurate and organized. You’ll also help maintain a clean, meeting-ready office, support trade partner documentation, assist with Accounts Receivable tasks, including invoices, deposits, and payment follow-up, and provide administrative support to your supervisor, along with other team members as needed.

The ideal candidate is dependable, proactive, and genuinely enjoys helping others. If you take pride in keeping everything running smoothly behind the scenes and naturally deliver outstanding service, we’d love to hear from you.

Qualifications:

• Strong communication, interpersonal, and customer service skills.
• High level of planning, organization, and attention to detail.
• Ability to multitask and prioritize tasks efficiently.
• Appreciates and participates in teamwork (outgoing and friendly) while performing at a high level themselves.
• High level of integrity and confidentiality.
• Experience in an administrative, office coordination, or customer service role.
• Customer Service and Social Media experience are a plus.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Products.
• Ability to learn new technology quickly.

Responsibilities:

• Provide a professional, welcoming experience as the first point of contact for clients, guests, and vendors.
• Answer and route phone calls, respond to emails/voicemails, and ensure timely communication and follow-through.
• Schedule and coordinate client appointments, internal meetings, and office calendars as needed.
• Maintain accurate client records and updates in Buildertrend and other company systems.
• Enter and track leads in the CRM and support job closeout tasks as assigned.
• Handle day-to-day administrative tasks such as mail, filing, document preparation, and recordkeeping.
• Keep the office organized, stocked, and client-ready by maintaining supplies, snacks, and refreshments.
• Provide Executive Assistant support to the supervisor, including calendar management, meeting coordination, document preparation, correspondence, task tracking, and confidential administrative support.
• Support team members with administrative assistance, including calendar management, meeting coordination, reports, meeting notes, scheduling, and errands as needed.
• Maintain a clean, professional office environment.
• Help manage the appearance of the office exterior and landscaping by coordinating services and upkeep as needed.
• Coordinate and maintain trade partner documentation, including insurance certificates (COIs), including requests, organization, compliance tracking, and support for audit prep.
• Coordinate and execute Accounts Receivable activities, including invoicing, deposit entry, payment tracking, and consistent billing follow-up.

Your First 90 Days:

All roles begin with a 90-day employment agreement. We start with this to confirm we’re a great fit for each other. Our onboarding period provides extensive training and feedback while you learn the ins and outs of the role. At the end of 90 days, if we’re both feeling great about it, we’ll extend a new employment agreement for a permanent position on the team.

How to Apply:

We're looking for thoughtful applicants who take pride in their work. If that's you, we'd love to hear from you.

Submit the following as PDFs:

• Resume
• Cover Letter

Your Cover Letter:

Page 1:

Tell us about yourself and why you're excited about this opportunity. We'd also like to know what makes you a great fit for Ferguson Builders. Please keep this page to one page.

Page 2:

Answer the following questions (about one paragraph each):

• What attracted you to this role?
• What are your favorite and least favorite parts of your current or most recent job?
• Tell us about a time you had to learn something new to succeed at work.

Please follow these instructions carefully. We review applications that include all of the requested materials.

Applying through LinkedIn or directly?

If you'd like to apply directly or if LinkedIn doesn't allow you to upload your PDFs, email your resume and cover letter to View email address on us.fitly.work with the subject line " Office Coordinator Application ."

P.S. If you’re not interested in or available for this position but know someone who is, we would appreciate it if you passed this along.