What are the responsibilities and job description for the Administrative Coordinator position at Oak Leaf Field Services?
Overview
We are seeking a dynamic and highly organized Administrative Coordinator to join our team! This vital role is designed for proactive individuals who thrive in fast-paced office environments and excel at managing multiple responsibilities with precision. As an Administrative Coordinator, you will be the backbone of our daily operations, ensuring smooth communication, efficient office management, and exceptional support to our team and clients. Your energetic approach and attention to detail will help foster a productive and welcoming workplace atmosphere.
Duties
- Manage all customer communications providing excellent customer support.
- Perform data entry tasks using Microsoft Office and specialized software
- Assist with calendar management, scheduling appointments, meetings, and coordinating events with strong time management skills
- Support office management tasks such as supply inventory, order processing, and maintaining a clean, organized work environment
- Provide clerical support including proofreading documents, preparing reports, and managing correspondence.
- Document all jobs in our CRM. Schedule inspections and jobs and dispatch production team members.
- Collect contact information and job details accurately
- Ensure all production team members have the necessary information for inspections and jobs.
- Complete all job paperwork and collect signatures from clients.
- Prepare estimates, invoices and reports.
- Collect payments and record in CRM.
- Assist with marketing efforts including mailings, emails and updates on social media platforms.
- Maintain organized filing systems, both digital and physical, ensuring quick retrieval of documents and records
- Support production team ordering materials, dumpsters, and arranging subcontractor labor.
- Ensure testing samples are expedited and lab results are received in a timely manner.
- Send customer updates throughout job projects.
- Track expenses and costs on jobs to ensure profitability.
Skills
- Proven experience in office management or administrative roles with strong organizational skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
- Familiarity with QuickBooks for bookkeeping and financial record keeping
- Excellent computer literacy including data entry, filing systems, and office software applications
- Strong customer service skills with the ability to handle inquiries professionally via phone or email
- Exceptional phone etiquette and experience managing multi-line phone systems
- Ability to multitask effectively while maintaining accuracy in typing, proofreading, and data entry tasks
Join us as an Administrative Coordinator to be an essential part of our vibrant team! Your enthusiasm for organization combined with your technical skills will help us deliver outstanding service while maintaining an efficient office environment. We are committed to supporting your professional growth in a role that offers variety, challenge, and the opportunity to make a meaningful impact every day.
Pay: $20.00 - $22.00 per hour
Benefits:
- 401(k) matching
- Paid time off
Work Location: In person
Salary : $20 - $22