Administrative Coordinator

Gramophone, a leading provider of emerging technologies, is seeking an Administrative Coordinator to join our growing Design and Build and Electrical Departments.

The Administrative Coordinator provides comprehensive administrative support across office operations and finance functions to ensure the smooth and efficient running of daily business activities. This role serves as a key point of contact for employees, vendors, and leadership, assisting with general office coordination, purchasing, invoicing, and other administrative tasks. The ideal candidate is detail-oriented, organized, and capable of serving as a reliable backup for both finance and operations functions.

In this role, you'll be the first voice our clients hear, the steady hand behind project logistics, and the go to for clear, accurate documentation. If you love a fast pace, have excellent phone etiquette, and are proficient in Excel and Microsoft, this is for you.

• Be the front line for inbound calls: greeting, triage, and route with exceptional professionalism; capture detailed call notes.
• Own the team calendar: schedule consultations, site visits, installations, and internal checkpoints; send confirmations and reminders.
• Serve as a liaison between departments to ensure effective communication and workflow.
• Support HR or finance functions such as assigned.
• Create and maintain project folders, proposals, change orders, and closeout documents; ensure version control.
• Build and maintain Excel trackers (budgets, POs, inventory on order, delivery/ETA lists, punch lists).
• Coordinate with vendors and subcontractors: request quotes, place/track POs, monitor shipping, escalate delays.
• Prepare client-facing communications: follow-ups, status updates, and meeting recaps with action items.
• Prepare reports, presentations, and documentation as requested
• Basic understanding of accounts payable (AP) and accounts receivable (AR)
• Knowledge of invoicing, expense reports, and purchase orders
• Ability to assist with budget tracking and financial reporting

Experience & Qualifications:

• 3 years in an administrative/coordinator, customer service or office manager role.
• Design/build, construction, or AV/integration a plus.
• Outstanding phone etiquette and client service mindset; calm, clear, and professional communication.
• Ability to prioritize multiple tasks and meet deadlines
• Proficient in recordkeeping and document management
• Strong Microsoft skills

Who Are We:

Gramophone helps homeowners realize beautiful possibilities, seamlessly integrating technology into the home. We offer a fun and healthy work environment, competitive pay, a full benefits package including health insurance, 401k match, and plenty of room for continued growth and advancement. Maintaining a great culture and happy customers are our top priorities, and we're looking for positive, professional, results-driven individuals to join our incredible team.

Job Type: Full-time

Pay: $ $28.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• How many years experience with accounts payable or expense tracking?

Experience:

• Administrative: 3 years (Required)

Ability to Commute:

• Timonium, MD Required)

Ability to Relocate:

• Timonium, MD 21094: Relocate before starting work (Required)

Work Location: In person

Salary : $48,000 - $60,000