Summary:

The Office Coordinator will be responsible for ensuring great customer service, marketing materials are presented appropriately, administrative/clerical work is complete, phones are answered timely and the office is clean and organized ready for all customers to walk through the door. Due to office volume the office coordinator will also be responsible for data entry of accounts payable and other duties/projects as needed.

Duties/Responsibilities:

• Office should be maintained, organized and clean for great customer service.
• Marketing materials should be out for both operating companies and the office coordinator should be able to speak and be knowledgeable about the marketing materials. 
• The phones are to be answered as soon as possible, preferably before the 2nd ring. 
• Attend to walk-in Customers at the office. 
• Enter all leads into the spreadsheet and the CRM computer system.
• Accept customer payments, using remote deposits for checks and entering them in the CRM computer system.
• Calling customers when their orders are ready to pick up from the office.
• Assist in streamlining and improving the office processes.
• Performs or facilitates maintenance of office and office equipment including cleaning, maintenance, and repairs.
• Maintains inventory of office supplies, orders new supplies as needed. 
• Ensures all company policies and procedures are followed.
• Attend all meetings for Admin staff and management.
• Be on time and attendance is very important for the operation of the office.
• Review the ap@ emails for both operating companies, enter all invoices and receipts in the Quickbooks system.
• Have knowledge of the general ledger, classes and reporting to ensure invoices are coded properly in the accounting system.
• Log into vendor websites to download invoices for entry into the accounting system. 
• Reconcile the credit card statements to ensure all receipts were entered into the accounting system. 
• Ensure all invoices for jobs are entered in the CRM system and the document uploaded.
• Reconcile all vendor statements received to ensure all invoices are entered in the accounting system. 
• Create all vendors in the accounting system ensuring compliance with all applicable laws. 
• Ensure all subcontractor requirements are met before they are paid in compliance with all applicable laws and insurance requirements.
• Exercise integrity and confidentiality in financial reporting. 
• Assist in streamlining and improving the accounts payable process. 
• Performs other related duties as assigned. 

Required Skills/Abilities:

• Ability to function well in a high-paced and at times stressful environment. 
• Basic understanding of how to operate standard business equipment. 
• Ability to type at least 60 words per minute. 
• Excellent verbal and written communication skills.
• Strong analytical and problem-solving skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize tasks and ask for help when needed. 
• Proficient with Google Workspace or related software.

Education and Experience:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in related area preferred. 
• At least two years of administrative and clerical experience required. 
• At least two years of customer service experience is required. 
• Accounting experience preferred. 

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 50 lbs. 

Position: 

• Non-Exempt position 
• 38-40 hours per week
• Office hours, Monday - Thursday 8:30am-5pm, Fridays 8:30am-3pm