Job Summary

We are seeking a highly organized and proactive Office Coordinator to manage day-to-day administrative tasks and ensure smooth operations at our facility maintenance company. The Office Coordinator will serve as the central point of communication for staff, clients, and vendors, handling scheduling, record-keeping, and coordination of office activities. The ideal candidate will thrive in a fast-paced environment, possess excellent multitasking skills, and demonstrate a commitment to customer service excellence.

Essential Duties and Responsibilities:

· Office Management:

o Maintain office supplies inventory and place orders as needed.

o Ensure the office environment is organized, clean, and functional.

o Coordinate office repairs or maintenance as needed.

· Scheduling and Coordination:

o Schedule and manage service appointments for facility maintenance clients.

o Communicate with technicians to confirm job assignments and timelines.

o Coordinate with vendors and suppliers for timely delivery of materials and services.

o Source new vendors or materials in a particular market.

· Customer Service:

o Answer all incoming calls into the office. Transfer as needed.

o Act as the first point of contact for client inquiries, providing prompt and professional assistance.

o Assist with Technician phone sales (Home Depot, Grainger, Etc)

o Address customer concerns and escalate issues to the appropriate personnel.

o Maintain strong relationships with clients by delivering outstanding service.

· Administrative Tasks:

o Prepare and distribute work orders, proposals, and other documents.

o Upload client proposals into their particular WO management system.

o Organize and maintain records, both physical and digital, ensuring accuracy and compliance.

o Monitor and update schedules, calendars, and reports.

· Communication:

o Facilitate effective communication among office staff, field technicians, and management.

o Provide updates and progress reports to clients and team members as needed.

· Support Operations:

o Assist with onboarding new employees, including paperwork and orientation.

o Participate in planning meetings and provide administrative support for projects.

o Monitor and report on operational efficiency and office workflow improvements.

Required Skills and Abilities:

· Proven experience as an Office Coordinator, Administrative Assistant, or similar role.

· Strong organizational and multitasking skills.

· Proficiency in office management software (e.g., Microsoft Office Suite, scheduling software).

· Excellent written and verbal communication skills.

· Customer service-oriented with a friendly and professional demeanor.

· Ability to work independently and collaboratively in a team environment.

· Familiarity with facility maintenance operations is a plus.

· Problem-solving and critical-thinking skills.

· Attention to detail and high level of accuracy.

· Adaptability and ability to manage competing priorities.

· Knowledge of safety and compliance regulations in facility maintenance is advantageous.

Required Education and Experience:

● High school diploma or equivalent required; associate’s or bachelor’s degree in business administration or a related field preferred.

● 2+ years of experience in administrative or office coordination roles.

Physical Job Requirements

· Sitting / Standing for long periods of time. Ability to lift 25 lbs.

Palm Construction Group

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Palm Construction Group | Office Coordinator