Home Office Administrator

Home Office Administrator Allentown, PA Job Details Full-time $42,000 - $55,000 a year 1 day ago Benefits AD&D insurance Paid holidays Disability insurance Health insurance Dental insurance Paid time off Employee assistance program Vision insurance 401(k) matching Qualifications Benefits administration Vendor relationship building Employee onboarding Spanish Microsoft Excel Microsoft Outlook Vendor management Inventory management Facilities management Greeting customers ADP Executive administrative support English Mid-level Event vendor coordination Shipping & receiving Vendor relationship management Data entry SharePoint Certified Notary Public Office management Managing executive calendars Sage Intacct Cross-functional collaboration Onboarding process management Travel scheduling 2 years Time & attendance systems Communication skills Payroll processing Cross-functional communication Office experience Full Job Description About East Coast Facilities East Coast Facilities, Inc. (or "ECF") is a leading provider of self-performed facility maintenance services, delivering high-quality solutions—including snow and ice removal, landscaping, and repair services—to commercial, industrial, and institutional clients across key U.S. markets. ECF is recognized for its employee-first culture and utilizes trained personnel, advanced technology, data-driven decision-making, and enterprise-level systems to consistently deliver safe, on-time, and on-budget results. The Opportunity We are looking for two organized, professional, and people-oriented Home Office Administrators to serve as the administrative and operational backbone of our Allentown, PA home office. These are in-person, office-based roles that sit at the center of ECF's day-to-day operations — interfacing with leadership, supporting HR and payroll administration, coordinating with regional teams, and keeping the home office running smoothly and professionally. If you thrive in a fast-paced environment, love variety in your work, and take pride in keeping things organized and running on time — this role is for you. Both roles will be cross-trained across all HOF Administrator functions, providing flexibility and coverage across the team. What You'll Do Be the face of ECF's Home Office — serve as one of the primary points of contact for all visitors, vendors, employees, and regional teams, representing ECF with professionalism and warmth Regional coordination — serve as the primary liaison between the ECF Home Office and regional Branch Administrators, coordinating HOF-initiated requests, cross-functional initiatives, policy communications, and company events to ensure consistent information flow and follow-through across all regions Administrative support — provide scheduling, travel coordination, document preparation, and administrative support to department heads, HR & Payroll Manager, the Director of HOF Operations, and at times to the CFO, and CEO HR & payroll administrative support — assist the HR & Payroll Manager with payroll data entry in ADP Workforce Now, new hire onboarding logistics, offboarding coordination, and benefits administration support Office facilities & procurement — maintain the home office environment to ECF's professional standard; manage office supply and breakroom inventory; coordinate maintenance, repairs, and vendor relationships Mail & shipping — receive, sort, and route all incoming mail and packages including time-sensitive legal documents, government correspondence, and checks; manage all outgoing shipments Events coordination — plan and execute ECF company events including team meetings, client visits, holiday events, and employee recognition programs in coordination with the Brand & Media team Additional administrative duties and functions as assigned What We're Looking For 2+ years of experience in office administration, executive support, facilities coordination, or a related role Professional, polished, and welcoming demeanor — this role represents ECF to all visitors and vendors Strong organizational and multitasking skills with the ability to manage competing priorities in a fast-paced environment Proficiency in Microsoft Office Suite including Word, Excel, Outlook, and SharePoint/OneDrive Strong written and verbal communication skills Ability to handle sensitive and confidential information with discretion Reliable and punctual — this role is 100% in-person at ECF's Allentown, PA home office; remote work is not available Willingness and ability to travel (land/air) as needed (less than 10%); willingness to support emergency and winter storm operations as needed Preferred Experience with ADP Workforce Now Experience with Sage Intacct or comparable ERP Experience providing executive-level administrative support Experience coordinating company events Notary Public certification or willingness to obtain Bilingual — English and Spanish a plus Compensation & Benefits Competitive base salary commensurate with experience Medical, dental, and vision insurance Company-paid life with AD&D insurance and short-term disability Voluntary supplemental insurance options (life, AD&D, critical illness, accident) 401(k) with company match Paid Time Off (PTO) and paid company holidays Employee Assistance Program (EAP) Why Join ECF? At East Coast Facilities, we believe that taking care of our team is just as important as taking care of our clients. These roles offer real variety, direct exposure to company leadership, and the opportunity to grow alongside a company that is scaling quickly and investing in its people. Two positions available — apply today and join a team that's building something great. East Coast Facilities is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.