Office and Operations Coordinator

Overview

Action Installations and Maintenance is looking for a reliable and proactive Office and Operations Coordinator to support daily office functions, assist with operational activities, and help manage purchasing and supply coordination at our Allentown headquarters. This mid-level role is ideal for someone with prior administrative or office experience who is ready to take ownership of key support functions while collaborating with a small, fast-moving team.

The Coordinator will serve as a central point of contact for office operations, vendor communication, purchasing requests, and facilities coordination, playing a key role in keeping our office and warehouse environment running efficiently.

Key Responsibilities

Office Coordination

• Serve as the first point of contact for visitors, vendors, and incoming communications
• Answer, screen, and direct phone calls and office emails professionally
• Manage incoming and outgoing mail, packages, and deliveries
• Maintain a clean, organized, and welcoming front office and shared spaces
• Open and close the office and manage access keys, fobs, and visitor logs
• Support scheduling of meetings, deliveries, appointments, and vendor visits
• Prepare, organize, and maintain documents for internal use (digital and physical)
• Run local errands as needed (post office, supply pickups, bank deposits)

Operations Support

• Assist the operations team with administrative coordination and follow-up tasks
• Monitor and communicate delivery and pickup schedules with on-site helpers and vendors
• Support inventory tracking, basic supply handling, and warehouse organization
• Coordinate light maintenance, cleaning visits, and facility upkeep
• Assist with safety monitoring, trash and dumpster coordination, and facility tidiness
• Communicate with field staff and remote team members to relay operational updates

Purchasing and Supply Management

• Track office and warehouse supply levels and submit purchase requests in a timely manner
• Research vendors and compare pricing for routine supply and material purchases
• Process purchase orders and maintain records of purchases and approvals
• Follow up with vendors on order status, delivery timelines, and discrepancies
• Maintain an organized purchasing log and support basic budget tracking for supplies
• Coordinate with the operations and accounting teams to ensure proper documentation

Qualifications

• High school diploma or equivalent required; associate degree or relevant coursework a plus
• 1 to 3 years of experience in an administrative, office coordinator, or operations support role
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with purchasing or ERP systems a plus
• Strong organizational and time management skills with attention to detail
• Effective written and verbal communication skills
• Ability to work independently, prioritize tasks, and manage multiple responsibilities
• Comfortable with light physical tasks, including receiving and organizing deliveries
• Bilingual English and Spanish/ Portuguese strongly preferred
• Reliable transportation required for errands and occasional off-site tasks