Administrative Office Coordinator

Job Overview We are looking for a skilled Office Coordinator to undertake a variety of day-to-day office and clerical tasks for our well established & steady growing carpet cleaning/installation company. You will be an integral part in ensuring that our office operations run smoothly. Must be organized and competent with excellent communication skills. You will be working directly with Owners of company. You will be comfortable dealing with people and able to carry out administrative duties with accuracy and speed. Responsibilities Manage daily office operations, including front desk duties, multi-line phone systems, filing, and general clerical support. Coordinate scheduling for meetings, appointments, and events, ensuring all logistics are handled seamlessly. Oversee vendor management by maintaining positive relationships, processing invoices through QuickBooks, and ensuring timely deliveries of supplies and services. Assist with human resources functions such as onboarding new staff, supporting training & development initiatives, and maintaining personnel records. Support payroll processing and bookkeeping activities to ensure accurate financial records. Organize office events and meetings through detailed planning and logistical coordination to promote team engagement. Maintain organized filing systems and ensure compliance with office policies and procedures. Experience Proven experience in office management or administrative roles within a professional environment. Supervising experience is preferred to effectively oversee team activities and delegate tasks efficiently. Familiarity with QuickBooks or similar accounting software for invoicing and expense tracking. Strong organizational skills with the ability to manage multiple calendars and prioritize tasks effectively. Experience in event planning, vendor management, and basic bookkeeping is highly desirable. Knowledge of human resources processes including onboarding, training & development, and payroll support. Excellent communication skills coupled with professional phone etiquette for interacting with clients, vendors, and team members. Join us in creating an energetic workplace where organization meets innovation! This role offers a chance to develop your administrative expertise while making a meaningful impact on our team's success. We value proactive individuals who thrive on collaboration, efficiency, and delivering exceptional support every day! Responsibilities Follow office workflow procedures to ensure maximum efficiency Basic administrative tasks including but not limited to: sending out correspondence, scanning, emails, phone calls, updating info in all data systems, etc Maintain files and records with effective filing systems Support Sales & Operations with various administrative tasks Create, prepare and update large volume of word and excel reports and analysis. Perform basic bookkeeping activities such as invoicing and applying vendor payments and collection follow up Create work order for technicians Deal with customer calls for job scheduling and any other needs Monitor office supplies inventory Prepare and create proposals/contracts Skills Proven experience as office coordinator or in a similar role Experience in customer service will be a plus Knowledge of basic bookkeeping principles and office management systems and procedures Outstanding knowledge of MS Office (EXCEL and WORD a MUST) and QB's accounting software Working knowledge of office equipment Excellent communication and interpersonal skills Organized with the ability to prioritize and multi-task Reliable with patience and professionalism

Schedule:

Day shift

Benefits:

Paid time off Ability to commute/relocate: White Plains, NY 10603: Reliably commute or planning to relocate before starting work (Required)

Experience:

Microsoft Office:

5 years (Preferred) Administrative experience: 5 years (Preferred)

Work Location:

In person

Pay:

$26.00 - $32.00 per hour

Benefits:

Paid time off

Work Location:

In person