Office Coordinator

Job Description

Summary:

The Office Coordinator plays a vital role in supporting the day-to-day operations of the office, ensuring seamless communication, organization, and efficiency. This position requires managing phone communication, invoice processing, filing, handling lien waivers, coordinating mail and deliveries, and supporting online ordering processes for the team.

Key Responsibilities:

Answer and direct incoming phone calls in a courteous and professional manner.

Greet and assist visitors, clients, and vendors in a friendly and professional manner.

Order office and field supplies as needed, keeping inventory organized and stocked.

Sort and distribute incoming and outgoing mail on a daily basis.

Perform basic filing and document management, both electronic and physical.

Assist the Accounts Payable (AP) team with invoice processing, data entry, and vendor communication.

File and track lien waivers accurately, ensuring compliance with project and payment schedules.

Support the scheduling and coordination of meetings, maintaining calendars, and updating internal systems as needed.

Help maintain a clean, organized, and efficient office environment.

Provide general administrative support and assist with special projects as needed.

Qualifications:

High school diploma or equivalent required; associate degree or administrative training preferred.

Prior experience in an administrative or office support role, ideally in a construction or landscaping company.

Familiarity with basic accounting processes and lien waiver documentation is a plus.

Strong organizational skills with attention to detail.

Proficient in Microsoft Office Suite (Word, Excel, Outlook).

Ability to multitask, prioritize, and manage time effectively.

Strong communication and interpersonal skills.

Working Conditions:

Ability to sit or stand for extended periods and perform repetitive tasks.

Occasionally lift and move office supplies or packages (up to 25 lbs).

Office-based role with occasional field visits or errands (e.g., post office, vendor sites).

Full-time position with standard office hours: 8am to 5pm Monday – Friday.

Benefits:

Competitive Medical, Dental & Vision options.

Employer paid life insurance, STD & LTD.

401K and Employer Match.

Ancillary Benefits.

Paid Time Off (PTO).

Tuition Reimbursement.

Learning and Development opportunities.

** The above job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required for the position. Management reserves the right to assign or reassign duties and responsibilities to this job at any time, based on business needs and organizational priorities. **

As an EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER, Environmental Management Inc. does not discriminate against applicants or employees because of their age, race, color, religion, national origin, sex, or on any other basis prohibited by law. Furthermore, Environmental Management Inc. will not discriminate against applicants or employees because he or she is physically or mentally handicapped, a disabled veteran, a veteran of the Vietnam era, or has a non-job related medical condition, provided he or she is qualified and meets the requirements established by Environmental Management Inc. for the job. As an employment AT WILL EMPLOYER, the employee or employer may terminate employment at any time and for any reason.

Full-time