What are the responsibilities and job description for the Office & Operations Coordinator position at East Coast Office Installations?
About Us:
East Coast Office Installations LLC is a fast-paced commercial office installation company serving clients across New England, primarily in the Boston area. We specialize in furniture and desking installations, private office installations, demountable wall installations and office reconfigurations. Our office team keeps projects, people and materials moving, and we're looking for an organized, adaptable coordinator to join us.
About the Role:
This is a hands-on support role that touches nearly every part of our business: receiving, HR and payroll, and day-to-day project administration. No two days look the same. If you like variety, can juggle priorities, and enjoy being the person who keeps things running smoothly, this role is for you. We're happy to train the right person; attitude and aptitude matter more than years of experience.
Responsibilities
Receiving & Logistics:
- Schedule and coordinate delivery appointments with vendors, suppliers and clients
- Complete and file receiving paperwork, verifying deliveries against orders
- Serve as a point of contact for clients and vendors on delivery status and receiving procedures
- Help improve and document the receiving process as it grows
HR & Payroll Support:
- Assist with weekly payroll processing, including collecting and reviewing timesheets
- Support HR functions such as onboarding paperwork, employee records and benefits documentation
- Maintain confidential employee information with discretion
- Provide backup coverage for HR and payroll as needed
Project Support:
- Print, organize and distribute project plans, drawings and documents
- Prepare and submit permit applications and track their status
- Complete project-related paperwork and keep files current
- Support project managers and field teams with day-to-day administrative needs
General Office:
- Enter and maintain data in our internal systems
- Handle phones, email and general correspondence
- Take on other tasks as business needs change
- Sales Support
Qualifications
Must Have
- Some College
- Proficiency in Microsoft Office, especially Excel (sorting, basic formulas, maintaining trackers)
- Comfort learning new software and internal systems quickly
- Strong organization and attention to detail
- Clear, professional communication by phone and email
- Ability to manage multiple tasks and shifting priorities in a fast-paced environment
- Discretion with confidential information
Nice to Have:
- 1–2 years of office, administrative or coordinator experience
- Exposure to construction, trades, or office furniture and installation work
- Experience with payroll or HR software
- Familiarity with permit processes or reading floor plans and installation drawings
- Associate's degree or coursework in business or a related field
Benefits:
- Salary: $60,000–$70,000 per year, based on experience
- 401(k) with company match up to 5% after 3 months service
- Paid time off: 1 week of Vacation plus 1 week of sick time based on accrual
- Health Insurance, plus dental and vision coverage
- Paid holidays
- On-the-job training and room to grow into a specialized role (HR, project coordination or operations)
- A close-knit team where your work has a visible impact
Pay: $60,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
Salary : $60,000 - $70,000