Administrative Assistant / Office Coordinator

Position Overview Company: Hire Hanks Employment Type: Full-Time Work Arrangement: In-Office Schedule: Monday–Friday, 7:00am - 5:00pm Compensation: $55,000 - $65,000 Hire Hanks is seeking an organized, professional, and dependable Administrative Assistant / Office Coordinator to support our daily office and field operations. This position will serve as a central point of contact for customers, vendors, subcontractors, and internal team members. The ideal candidate is comfortable managing multiple priorities, communicating professionally, maintaining accurate records, and helping ensure that projects move smoothly from initial customer contact through scheduling, estimating, billing, and completion. Key Responsibilities Own and maintain the company’s daily scheduling calendar. Schedule jobs, customer appointments, estimates, and crew assignments. Communicate scheduling updates and job changes to customers and team members. Conduct customer outreach by phone, email, and text. Follow up with new leads, current customers, and completed projects. Serve as a primary point of contact for customers throughout the service process. Coordinate with vendors and subcontractors regarding materials, availability, pricing, and job requirements. Prepare, organize, and submit estimates to customers. Follow up on outstanding estimates and maintain accurate status notes. Assist with customer invoicing, billing, and payment follow-up. Enter, organize, and track company expenses and receipts. Maintain customer, vendor, and project information within the company’s CRM and accounting systems. Assist with purchase orders, work orders, change orders, and project documentation. Respond to incoming calls, emails, and general customer inquiries. Help resolve routine customer service concerns professionally and promptly. Provide administrative support to company leadership and field operations. Maintain organized digital and physical records. Complete other administrative and operational duties as assigned. Qualifications One to three years of administrative, office coordination, customer service, scheduling, or related experience. Strong verbal and written communication skills. Excellent organization and time-management abilities. Ability to manage multiple projects, deadlines, and changing priorities. Professional and confident when communicating with customers, vendors, and subcontractors. Strong attention to detail and commitment to accurate recordkeeping. Experience with Microsoft Office, Google Workspace, or similar business software. Comfortable learning CRM, scheduling, estimating, and accounting platforms. Basic understanding of invoicing, billing, expenses, and financial documentation. Ability to work independently while supporting a fast-paced team. Reliable attendance and professional conduct are required. Preferred Qualifications Experience in construction, home services, property maintenance, demolition, cleaning, fencing, or a related industry. Experience using QuickBooks, Housecall Pro, Buildertrend, or similar software. Previous experience preparing estimates or coordinating field service schedules. Experience working with vendors, subcontractors, or service crews. What Success Looks Like The successful candidate will keep schedules accurate, ensure customers receive timely communication, help estimates and invoices move forward, maintain organized expense records, and provide dependable administrative support to the entire Hire Hanks team. This position is ideal for someone who takes ownership of their responsibilities, identifies issues before they become problems, and enjoys helping customers and team members stay informed and organized. Benefits Full-time, consistent work schedule. Opportunity to grow with an expanding home-services company. Collaborative and fast-paced work environment. Direct involvement in improving company systems and operations. #J-18808-Ljbffr Hire Hanks