Office Support Coordinator

Learn more and apply: https://www.capitaltech1.com/officesupportcoordinator

Position Summary

The Office Support Coordinator is responsible for providing day-to-day administrative, operational, and compliance support to ensure the office runs efficiently. This role serves as the first point of contact for the office and supports internal teams across multiple functions, including accounts receivable and payable, human resources, employee and subcontractor onboarding, compliance tracking, social media coordination, and general administrative needs. The Office Support Coordinator plays a key role in maintaining organized business operations, supporting company communications, and ensuring employees, vendors, and subcontractors meet company documentation and compliance requirements. This position reports to the Vice President of Operations and is a non-exempt, hourly role.

Essential Duties and Responsibilities

• Serve as the first point of contact for the office, including answering phones, taking messages, and directing inquiries appropriately

• Support daily office operations and ensure all administrative functions are running smoothly

• Provide support for accounts receivable and accounts payable, including tracking invoices, processing payments, and assisting with follow-up on outstanding balances under the direction of the Vice President of Operations

• Assist with expense reports and ensure proper documentation and submission

• Support shared email inboxes and ensure timely responses and follow-up

• Perform data entry in QuickBooks Online and maintain accurate, up-to-date records

• Coordinate vendor and subcontractor onboarding processes, including collecting required documentation, maintaining records, and ensuring compliance with company policies, insurance requirements, and contractual obligations

• Monitor and track subcontractor compliance documentation, including certificates of insurance, licenses, and other required credentials

• Assist with employee onboarding activities, including preparing onboarding materials, coordinating new hire paperwork, facilitating orientation logistics, and maintaining employee records

• Provide general HR administrative support, including employee documentation, recordkeeping, and compliance-related tasks

• Coordinate and support company social media activities, including scheduling content, maintaining social media calendars, monitoring engagement, and assisting with the development of marketing and communication initiatives

• Provide administrative support to leadership and other departments as needed 

• Coordinate communication across teams and help keep projects and tasks on track

• Support Senior Project Managers with invoicing processes and general computer-related tasks, including data entry, invoice tracking, and maintaining organized and up-to-date system information

• Maintain office organization, files, and documentation systems

• Assist with special projects, process improvements, and other duties as assigned 

Minimum Qualifications

• Bachelor's degree in Business Administration, Management, Human Resources, Communications, or a related field preferred; equivalent relevant work experience will be considered. 

• Background in accounts payable (AP), accounts receivable (AR), invoice processing, and general financial administrative support preferred

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.) and Adobe 

• Strong organizational skills and attention to detail 

• Experience with employee onboarding, subcontractor onboarding, compliance tracking, document management, and recordkeeping preferred

• Ability to manage multiple tasks and prioritize effectively 

• Strong communication skills, both written and verbal 

• Ability to work independently and follow direction 

• Professional and dependable with a team-oriented mindset