Office Coordinator - Project Administrator

Description

• Conduct initial contract review and assist with implementation and compliance of contract terms, including tracing of certificates of insurance.
• Support billing processes: review prebills, identify opportunities for additional billing, and assist with corrections. Communicate with clients regarding billing requirements and respond to requests for information.
• Facilitate onboarding activities for new hires and assist with HR-related processes, and prepare weekly payroll documentation for local employees.
• Obtain and distribute business license renewals and certificates of insurance for clients.
• Act as liaison for facilities, safety, and fleet management needs.
• Create proposals and client records in CRM; coordinate document controls and maintain accurate project files.
• Participate in project review meetings, define phases, and assist with deadlines and milestones.
• Serve as the primary point of contact for office administration, ensuring smooth day-to-day operations. Manage general office tasks: mail distribution, answering phones, filing, document preparation, ordering office, breakroom, and janitorial supplies.
• Assist project managers with the preparation, reporting, and analysis of proposals and projects.
• Assist with planning and coordination of meetings, events, and training sessions.

Requirements

• Proficiency with CRM, ERP systems, and Microsoft Office Suite
• A High School Diploma or GED
• An Associate's or bachelor's degree in business or accounting, a plus
• A minimum of 5 years of experience in a relevant field
• A Notary Public Certification, or the ability to obtain within 90 days of hire

Benefits

• 100% Employee Stock Ownership Plan (ESOP) with a 5% company contribution
• Pet Insurance
• 401(k) Retirement Plan
• Medical, Dental & Vision Plans with HSA and FSA options - with no medical premium increase in 2026
• Wellness Program - $50 off per month on your 2027 premiums!
• Term Life & Long-Term Care Coverage - available Spring 2026
• Tuition Reimbursement
• $2,000 Employee Referral Bonuses - and more!
• Employee Recognition Program
• Paid Holidays and Paid Time Off (PTO) - with rollover options
• Credential Incentive Program - get rewarded for advancing your skills
• Mentorship & Career Development Programs
• Company Vehicle & Fuel Card - for project-based roles
• Paid Maternity & Paternity Leave

Training + Development

Interview process

Visa Sponsorship

Security clearance