What are the responsibilities and job description for the Office Coordinator position at United Structural Systems LLC?
United Structural Services, LLC provides commercial and residential foundation repair, waterproofing, floor support systems, sinkhole remediation, encapsulation, concrete leveling, and other specialty contracting services.
Join our team as an Office Coordinator! The Office Coordinator plays a vital role in supporting both office and field operations. This position ensures smooth day-to-day business functions through efficient coordination and administrative processes, permitting, communication and customer service. The role requires a proactive, detail-oriented professional who thrives in a fast-paced construction environment.
What you’ll do:
- Serve as the first point of contact by answering incoming calls, emails and visitor inquiries in a professional manner.
- Manage office supplies, mail and equipment; ensure the office environment remains organized and professional.
- Maintain accurate records, files and databases, both physical and digital.
- Prepare and submit permits with appropriate city and county agencies.
- Maintain compliance documentation including licenses and insurance certificates.
- Assist with preparation of reports or renewals for local and state authorities.
- Serve as the main liaison between the office and field crews for scheduling, materials coordination and documentation.
- Communicate job changes, permit updates and scheduling details promptly as needed.
- Enter vendor invoices into accounting or project management systems accurately and in a timely manner.
- Record and document all payments made to vendors, subcontractors and suppliers.
- Assist with generating customer invoices, tracking customer payments, and maintaining up-to-date accounts receivable files.
- Support leadership in tracking key operational metrics and administrative deadlines.
- Oversee and manage contractor paperwork requirements.
What you’ll need:
- Servant-leader mindset.
- Minimum of two (2) years of administrative or accounting experience.
- Strong organizational and multitasking skills with a high attention to detail.
- Proficiency in Microsoft Office and familiarity with accounting software. Intacct experience is a plus.
- Excellent communication and interpersonal skills.
- Familiarity with local permitting and compliance processes.
What you’ll get:
United Structural Systems, LLC offers talented team members exceptional opportunities to learn and grow professionally with rewarding careers. We offer a competitive benefits package including medical, dental, prescription plan, vision, disability coverage, life insurance coverage, 401K match, and holiday/PTO benefits.
United Structural Systems, LLC is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, transgender, national origin, veteran, or disability status.
If you have experience and a commitment to excellence in accounting, take the next step in your career by joining the USS family! Apply now!