Office Coordinator

Job Description

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, coordinating mail and deliveries, and supporting online ordering processes for the team.

Key Responsibilities:

Administrative Support

• Welcome and greet visitors as needed, directing them to the appropriate team member, meeting space and or office.
• Answer, screen, and route phone calls to appropriate team members while providing excellent customer service.

• Open, sort and distribute incoming faxes, emails, and other correspondence.

• Assist AP Specialist with coding, processing, record-keeping and filing of invoices

Mail and Deliveries

• Coordinate daily mail operations, including collecting, sorting, and distributing office and project-related correspondence.
• Handle trips to the post office for mailing, shipping, or receiving important documents and packages.

General Office Management

• Ensure the office is well stocked with supplies and equipment by placing and tracking orders.
• Manage online orders for office and project supplies, tracking deliveries to ensure timely receipt.

• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.

Qualifications:

E xperience : 2+ years in administrative roles ideally within landscaping, construction, or a related industry.

Skills:

• Proven experience in office administration or coordination, ideally in landscape, construction or related field. Including use of office supplies such as printers, copiers, scanners, fax machines, postage machines etc.
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with invoicing.
• Basic knowledge of accounts payable processes is a plus.
• Excellent written and verbal communication skills.
• Ability to manage online ordering systems and track deliveries effectively.
• Ability to meet deadlines in a fast-paced quickly changing environment.

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.