Administrative Coordinator

Company Description

PROSOURCE AV & INTEGRATION is a veteran-owned audiovisual systems integrator specializing in the design, installation, and long-term support of commercial and residential AV systems. We work closely with clients, architects, builders, and IT professionals to deliver reliable, intuitive technology solutions including audio/video systems, control systems, networking, conferencing, large-format displays, and other integrated technologies.

This position also provides administrative support to our affiliated security and alarm business. Because both companies are small, the Administrative Coordinator serves as a shared resource supporting the day-to-day administrative needs of both teams.

We are a small, team-oriented environment where organization, communication, professionalism, and taking care of our clients matter.

Role Description

We are seeking a full-time, on-site Administrative Coordinator for our Sparks, NV office.

This position serves as the primary front-office presence for both businesses and provides day-to-day administrative and account support. The ideal candidate is organized, dependable, professional on the phone, comfortable working with customers and vendors, and able to manage a variety of recurring and one-off administrative tasks.

Responsibilities include:

• Answering incoming phone calls, taking messages, and routing customer inquiries to the appropriate team member
• Greeting visitors and maintaining a professional front-office environment
• Receiving, signing for, and documenting equipment and other deliveries
• Assisting with general email correspondence, document preparation, filing, data entry, and record keeping
• Supporting customer service and follow-up on service-related requests
• Assisting with recurring customer accounts, service agreements, and account-related administrative needs
• Helping maintain customer records and ensuring account information remains accurate and current
• Assisting with recurring commercial work orders and basic invoice preparation
• Gathering supporting documentation for completed service work, including technician notes, time records, photos, and work order reports
• Helping ensure work-order documentation is complete before billing
• Assisting with routine billing follow-up and customer account questions
• Coordinating with customers regarding service-related paperwork, scheduling information, and recurring account needs
• Assisting with vendor communication, purchase documentation, and general office organization
• Providing administrative support to ownership and the technical teams of both businesses as needed
• Learning and using company-specific software and processes

This is not primarily a bookkeeping or accounting position. Some invoicing, recurring-account administration, and billing-related work is part of the role, but complex project billing and accounting are handled separately.

Qualifications

• Strong written and verbal communication skills with professional phone and email etiquette
• Excellent organization and attention to detail
• Dependable, punctual, and comfortable working independently
• Strong customer-service skills and the ability to communicate professionally with clients, vendors, and coworkers
• Comfortable managing multiple tasks and priorities throughout the day
• Proficiency with common office software such as Microsoft Office or Google Workspace
• Comfortable learning new software and technology platforms
• Previous administrative, receptionist, customer-service, account-support, or office experience preferred
• Experience in construction, technical services, AV, security, alarm, low-voltage, or another service-based business is helpful but not required
• High school diploma or equivalent required

We are looking for someone who takes ownership of their responsibilities, communicates well, and enjoys being the person who helps keep two busy small businesses organized and moving.