Executive Office Coordinator

Job Overview

Prime Tech Cabinets is seeking a professional and highly organized Executive Office Coordinator to serve as the primary administrative point of contact for our Santa Ana office. As the first point of contact for visitors, customers, vendors, and business partners, this role represents the company while also supporting executive leadership and overseeing key administrative and office operations functions.

The Executive Office Coordinator is responsible for managing daily office administration, coordinating communications, maintaining company records, supporting legal and compliance documentation, and ensuring efficient office operations across multiple departments. This role requires a proactive individual who can balance front-facing responsibilities with administrative coordination, executive support, and operational tasks in a fast-paced environment.

The ideal candidate is detail-oriented, professional, and capable of managing multiple priorities while maintaining a high level of organization, confidentiality, and customer service. This position plays a critical role in supporting company operations and contributing to a productive and professional workplace environment.

Duties

• Serve as the primary point of contact for visitors, customers, vendors, and business partners, ensuring a professional and welcoming experience.
• Answer, screen, and direct incoming phone calls, emails, and inquiries in a timely and professional manner.
• Coordinate administrative support for executive leadership, including scheduling meetings, preparing documents, and managing communications.
• Maintain and organize company records, files, contracts, permits, licenses, insurance certificates, and other business documentation.
• Assist with legal and compliance administration by tracking renewals, deadlines, and required filings.
• Prepare, review, format, and distribute business correspondence, reports, forms, and other company documents.
• Support multiple departments with administrative and operational tasks as needed.
• Coordinate office supply purchasing, inventory management, and vendor relationships.
• Manage incoming and outgoing mail, packages, and deliveries.
• Maintain accurate physical and electronic filing systems and ensure proper document retention.
• Assist with employee onboarding paperwork and administrative processes.
• Coordinate company meetings, training sessions, and office events.
• Track projects, assignments, and follow-up items to ensure timely completion.
• Monitor office operations and recommend process improvements to increase efficiency and organization.
• Maintain confidentiality when handling sensitive company, employee, financial, and legal information.
• Ensure the reception and common office areas remain organized, professional, and operational.
• Support leadership with special projects and administrative initiatives as assigned.
• Foster effective communication and coordination between departments, vendors, and external partners.

Requirements

• High school diploma or equivalent required; Associate degree in Business Administration or a related field preferred.
• Minimum of 2 years of administrative, office coordination, executive support, or related experience preferred.
• Strong verbal and written communication skills with professional phone etiquette.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Ability to manage multiple priorities, deadlines, and responsibilities in a fast-paced environment.
• Proficiency with Google Workspace (Docs, Sheets, Gmail).
• Experience maintaining confidential records and handling sensitive business information with discretion.
• Strong document management, filing, and recordkeeping skills.
• Ability to prepare professional correspondence, reports, and business documents.
• Experience coordinating office operations, vendors, supplies, and administrative processes.
• Knowledge of contract administration, business documentation, permits, licenses, or compliance tracking is a plus.
• Strong customer service skills and ability to interact professionally with employees, customers, vendors, and visitors.
• Self-motivated with the ability to work independently while supporting multiple departments.
• Strong problem-solving skills and a proactive approach to identifying and resolving administrative issues.
• Reliable, dependable, and committed to maintaining a professional office environment.
• Ability to maintain confidentiality and exercise sound judgment when handling company information.

Work Schedule

• Full Time

Attributes Needed to be Successful

• Highly organized with the ability to manage multiple tasks, priorities, and deadlines efficiently.
• Professional, courteous, and reliable with strong communication and interpersonal skills.
• Strong attention to detail and commitment to accuracy in all administrative work.
• Proactive and self-motivated, able to anticipate needs and take initiative without constant supervision.
• Comfortable serving as the first point of contact for the company in a professional and welcoming manner.
• Strong problem-solving skills with the ability to handle unexpected situations calmly and effectively.
• Dependable and consistent in attendance, performance, and follow-through on responsibilities.
• Able to maintain confidentiality and handle sensitive company, employee, and business information appropriately.
• Strong multitasker with the ability to switch between front desk duties, administrative work, and coordination tasks smoothly.
• Customer-service oriented with a positive and solution-focused attitude.
• Adaptable and flexible in a fast-paced office environment with changing priorities.
• Strong team player willing to support multiple departments and contribute wherever needed.
• Comfortable using office technology, scheduling systems, and document management tools.
• Capable of maintaining a clean, organized, and professional front office and work environment.

Competitive Benefits and Compensation

• Earn between $17.00 to $20.00 a year, Depending on Experience
• Medical
• Dental
• Vision
• Life Insurance
• Vacation Pay
• Sick Pay
• Holiday Pay

Feel free to reach out to our hiring team at (949) 757-4900 or HR@ptcabinets.com.

Prime Tech Cabinets is a drug free workplace, complies with California Fair Change Act, and an Equal Opportunity Employer. PTC does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment decisions are by qualifications, merit, and business need.

Pay: $17.00 - $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• This role requires answering and directing phone calls professionally. How comfortable are you handling a high volume of phone calls and communicating with customers, vendors, and coworkers?
• Describe a time when you had to manage multiple administrative tasks simultaneously. How did you prioritize your work and ensure accuracy?
• How would you rate your proficiency with Google Workspace (Docs, Sheets, and Gmail)?
• Are you comfortable being the first point of contact for customers, vendors, and visitors in a professional office setting?

Education:

• Associate (Preferred)

Language:

• Spanish (Required)

Work Location: In person

Salary : $17 - $20