Description

The Office Coordinator performs a variety of office activities for a group of 30‑35 staff members and is an essential contributor to maintaining workflow and quality processes. This position provides administrative support to internal customers as well as external clients. It can be full‑time (8 hrs/day, 5 days/week) or part‑time (4 hrs/day, 5 days/week) and works on‑site, not remotely.

• Greet clients, vendors, applicants, and visitors, ensuring they feel welcome.
• Monitor employee badge presence to maintain security awareness.
• Supervise office services (reception, mailroom, deliveries, repairs, document production) and manage supply ordering and inventory.
• Perform typing, emailing, copying, scanning, data entry, and prepare reports, graphs, presentations, and templates.
• Plan office events and outings and recognize staff milestones.
• Respond to client and public inquiries, provide information, and back‑up receptionist phone duties.
• Manage project data including submittal logging, closeout documentation, meeting minutes, and reports; assist with proposals and bid solicitations.
• Maintain calendars and arrange travel for supervisors and staff.
• Coordinate meetings: send invites, distribute agendas, set up technology, arrange catering, and clean conference areas afterward.
• Organize conference rooms, ensure technology and materials are ready, and keep reception areas tidy.
• Collect, deliver, scan, and distribute mail, faxes, and other correspondence; handle outgoing packages.
• Maintain client database contact information, add job opportunities, and update records.
• Coordinate drop‑off/pick‑up of plans, bids, equipment, and supplies; perform local errands and deliveries as needed.
• Assist in preparing expense reports for supervisors and staff.
• Enter project information into timekeeping systems and track business development efforts.
• Support new hires and staff changes by coordinating administrative functions with supervisors.
• Identify administrative needs and develop appropriate solutions or recommendations.
• Manage various business and vendor resources efficiently.
• Meet administrative milestones, deadlines, and budget requirements.

Requirements

• Hold an associate degree or equivalent experience; BS/BA preferred.
• Minimum five years of administrative experience in a similar role.
• Proficient with Microsoft Office, especially Word, Excel/PowerPoint, and Outlook.
• Demonstrate initiative and ability to manage multiple priorities while meeting staff needs.
• Interact effectively at all organizational levels and thrive in a fast‑paced environment.
• Open to learning new software and processes as needed.
• Notary Public in New York preferred or willingness to obtain.

Benefits

At C&S Companies, we believe work environment, culture, and the opportunity to learn and grow are key elements when considering a new job. We are just the right size to provide the resources and support you need without the burdensome bureaucracy of a large corporate environment. To that end, we foster a family‑friendly and supportive workplace; collaborative and employee‑focused with an emphasis on quality, integrity, trust, fun, and accountability.

We promote personal and professional growth by cultivating and sustaining a safe, inclusive atmosphere where everyone feels a sense of belonging. By encouraging employees to bring their whole selves to work, we create a diverse and equitable environment where all our voices are heard.

$22.00 – $28.00 per hour*; actual compensation may vary based on experience, location, education, certifications, and other credentials. Learn about our comprehensive benefits at the provided link.

Training + Development

Interview process

Visa Sponsorship

Security clearance