Administrative Coordinator

PURPOSE OF POSITION

The Administrative Coordinator serves as the first point of contact for visitors, customers, vendors, and employees, and ensures the smooth day-to-day operation of the office. This role supports multiple functions including office administration, accounts receivable and payable processes, project coordination, human resources, and light marketing efforts.

The Administrative Coordinator works closely with the General Manager, Project Manager, Sales team, Inventory Specialist, and corporate support teams to ensure efficient communication, accurate recordkeeping, and timely execution of administrative and operational tasks.

This role requires a highly organized, personable, and dependable individual who can manage multiple responsibilities while maintaining professionalism and attention to detail.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

Reception & Office Administration

• Greet and welcome visitors, customers, and vendors in a professional manner.
• Answer and route incoming calls; take accurate messages.
• Maintain a clean and organized front office and reception area.
• Manage incoming/outgoing mail and shipping (FedEx, UPS, couriers).
• Order and maintain office and breakroom supplies.
• Coordinate with vendors for office equipment, janitorial services, and facility upkeep.
• Provide administrative support to the General Manager including scheduling, travel, and meetings.

Accounts Receivable Support

• Send customer invoices and follow up on outstanding balances.
• Process incoming payments and forward to corporate accounting.
• Maintain aging reports and escalate past-due accounts.
• Assist with customer setup, credit applications, and compliance documentation (W-9s, tax exemptions, COIs).

Accounts Payable Support

• Receive and review vendor invoices and match with purchase orders and packing slips.
• Submit approved invoices to corporate for payment.
• Track outstanding documentation and follow up as needed.
• Maintain organized invoice and documentation records.

Project Support & Job Costing

• Enter labor hours, materials, and project data for accurate job costing.
• Support Project Manager with maintaining complete and current project files.
• Provide clerical support to the Sales team.
• Maintain and file project-related documentation.

Human Resources Support

• Act as the local liaison between employees and corporate HR.
• Assist with recruiting coordination and interview scheduling.
• Support onboarding activities including paperwork, orientation, and compliance requirements.
• Collect and verify timecards for payroll submission.
• Maintain employee records, certifications, and training documentation.
• Ensure compliance with OSHA and workplace regulations.
• Support safety documentation and SDS maintenance.
• Assist with employee events and internal communications.

Marketing & Communications

• Assist with social media content and company updates.
• Support trade show and event coordination.
• Prepare customer communications and outreach materials.

General Administrative Support

• Maintain organized filing systems (digital and physical).
• Process expense reports for submission.
• Take meeting minutes as needed.
• Perform additional duties as assigned by management.

QUALIFICATIONS

• Experience in a manufacturing, fabrication, industrial, or construction environment.
• Familiarity with accounts receivable, accounts payable, and job-costing processes.
• Experience with an ERP, job-costing, or accounting system (e.g., QuickBooks, or similar).
• Prior experience supporting HR functions or serving as a local HR contact for a larger corporate organization.
• Basic marketing, social media, or website content experience.

CORE VALUES – Listed in bold below are Cemen Tech’s six Core Values including an example of each Core Value.

• Positive Mindset - We know our attitude affects our performance. 
• Ingenuity – Better, Faster, Easier. 
• Accountable - We accept responsibility for our actions. 
• Do the Right Thing – Do the right thing every time. 
• Engaged - Listening to understand...acting to accomplish. 
• Safety - We will reinforce safe habits by our own actions. 

COMPETENCIES

To perform this position successfully, individual should demonstrate the following work competencies:

• Problem Solving - Identifies and resolves issues in a timely manner.
• Communication Skills – Speaks clearly, listens and receives clarification, respond to questions.
• Dependability - Follows instructions, responds to management direction, and takes responsibility.
• Quality Assurance - Demonstrates accuracy and thoroughness.
• Ethics/Professionalism - Treats people with respect; Works ethically and with integrity.
• Organizational Support - Follows policies and procedures. 
• Judgment - Exhibits sound and accurate judgment.
• Safety and Security - Observes safety and security procedures; Uses equipment properly.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee:

• Must be able to frequently stoop/bend.
• Must be able to regularly use hands and arms.
• Must be able to regularly stand and walk. 
• Must be able to lift and/or move up to 30 pounds.
• Must be able to work up to 15 feet off the ground, to work inside of bins on units, to climb ladders on occasion.
• Specific vision abilities required by this job include close, distance, color, and peripheral vision.

ENVIRONMENTAL ADAPTABILITY

The noise level in the work environment is usually moderate.