Office Coordinator

Company Description North State Steel is a leading structural steel fabrication company that has served clients since 1984 across healthcare, education, entertainment, and commercial industries. Starting from a small shop in Greenville, NC, the company has grown significantly while maintaining a focus on quality, integrity, and craftsmanship. North State Steel is a 100% employee-owned company (ESOP), giving every team member a direct stake in the organization’s success. The company is committed to delivering reliable, high-quality steel solutions on schedule and at a fair price. Its long-standing mission is to build with integrity, deliver with excellence, and stand behind every project.

Office Coordinator

Location: Greenville, NC

Company: North State Steel, Inc.

Employment Type: Full-Time, On-Site

Join Our Team

North State Steel is seeking a highly organized, detail-oriented, and proactive Office Coordinator to support the daily administrative operations of our growing manufacturing organization. This position serves as a vital link between management, employees, customers, vendors, and service providers, ensuring smooth office operations and supporting overall business functions.

The Office Coordinator is a full-time, on-site role based in Greenville, NC. This position is responsible for managing daily office activities, including handling incoming calls, greeting visitors, coordinating mail and deliveries, and maintaining office supplies and equipment. The Office Coordinator supports leadership and project teams with administrative tasks such as scheduling meetings, preparing documents, filing records, and data entry while helping maintain a professional, organized, and welcoming office environment.

The ideal candidate is a professional multitasker who thrives in a fast-paced environment, possesses excellent communication skills, and is committed to maintaining efficiency, accuracy, and exceptional customer service.

Core Responsibilites

Office Administration & Operations

• Coordinate daily office operations to ensure efficiency and organization.
• Maintain and improve administrative procedures, systems, and workflows.
• Manage incoming phone calls, emails, mail, and office visitors.
• Serve as the primary point of contact for office-related inquiries and administrative support.
• Coordinate facility maintenance requests and relationships with service providers.
• Maintain organized electronic and physical filing systems.

Customer Service & Communication

• Serve as a professional administrative contact for customers, vendors, contractors, and business partners.
• Facilitate communication between departments to support operational efficiency.
• Assist customers with administrative requests and payment processing.
• Direct customer and vendor inquiries to the appropriate contacts and ensure timely follow-up.
• Maintain a positive, service-focused approach in all interactions.

Documentation & Record Management

• Process and distribute incoming mail and correspondence.
• Maintain records for invoices, job cost reports, project documentation, and administrative files.
• Support monthly job cost reporting and document reconciliation activities.
• Manage company records, licenses, permits, certifications, insurance documents, and compliance-related files.
• Coordinate annual records retention and archiving processes.

Accounting & Administrative Support

• Process customer credit card payments and maintain supporting documentation.
• Assist with accounts payable and accounts receivable functions.
• Support financial reporting and documentation processes.
• Collaborate with accounting personnel to ensure timely and accurate recordkeeping.
• Perform data entry and maintain accurate administrative records.

Inventory & Supply Management

• Monitor and maintain office, breakroom, and facility supply inventories.
• Order supplies within approved budget guidelines.
• Track and replenish facility consumables and office essentials.

Shipping & Logistics Coordination

• Prepare shipping labels and coordinate outgoing shipments through UPS and other carriers.
• Process incoming and outgoing deliveries accurately and efficiently.
• Coordinate special shipments and delivery requirements.

Administrative & Operational Support

• Support management and project teams with scheduling, reporting, special projects, and operational initiatives.
• Prepare reports, presentations, correspondence, and business documents.
• Identify opportunities for administrative efficiency and process improvement.
• Maintain strict confidentiality regarding employee, customer, financial, and company information.
• Foster a positive, professional, and team-oriented workplace culture.

Qualifications

Required

• High school diploma or equivalent preferred.
• 3 years of office administration, office coordination, administrative support, or related experience.
• Strong organizational and time management skills with the ability to prioritize multiple responsibilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and exercise sound judgment.
• Professional customer service and interpersonal skills.

Preferred

• Experience in manufacturing, construction, fabrication, or industrial environments.
• Experience with document management and records retention systems.

Why Join North State Steel?

At North State Steel, we value teamwork, accountability, integrity, and continuous improvement. We offer the opportunity to be an important part of a dedicated team where your contributions help support daily operations, project success, and exceptional service to our customers.

If you are an organized, dependable professional who enjoys supporting people, coordinating office activities, and creating an efficient workplace environment, we encourage you to apply.

Apply today and become part of the North State Steel team.