Office Administrator/Project Coordinator

 Office Administration & Reception 

• Greet clients, visitors, partners, and guests; determine the purpose of each visit and direct or escort them to the appropriate person or location.
• Answer, screen, and route incoming phone calls for multiple Air Treatment locations; take messages and schedule appointments for staff.
• Receive, sort, and distribute incoming mail, documents, packages, and courier deliveries; package and ship outgoing items as needed.
• Draft and distribute professional internal and external communications
• Coordinate lunch orders, office meetings, and hospitality arrangements, including setup, breakdown and clean-up
• Maintain reception, conference rooms, kitchen and common areas in a clean professional condition, and manage office, kitchen and breakroom supply inventory 
• Provide general administrative support to management and staff

Project Coordination

• Manage and book purchase orders (POs)
• Maintain CRM order lines, including tracking credits and confirming orders are processed through completion 
• Process stock orders and coordinate shipments and will-call requests. 
• Upload orders and acknowledgements and maintain accurate order tracking. 
• Update costs, shipping schedules, and lead times as needed.
• Upload shipping information to the CRM and provide tracking details to the Sales team 
• Coordinate project communication between sales representatives, vendors, and internal departments. 
• Manage warranty claims, Return Merchandise Authorization (RMAs) and related follow-up.
• Coordinate equipment start-ups and scheduling with the Service Team.
• Perform other duties and responsibilities as assigned to support departmental and company objectives. 

Required Skills/Abilities:

• Excellent interpersonal and customer service skills.
• Strong written and verbal communication skills with a professional and transparent communication style. Exhibits high-level problem-solving capabilities.
• Ability to manage multiple priorities in a fast-paced environment. 
• Excellent organizational skills and attention to detail.
• Ability to manage difficult customer situations professionally and effectively 
• Proven time-management skills with the ability to meet deadlines.
• Experience working with CRM systems and maintaining accurate records.
• Intermediate to advanced knowledge of administrative and clerical procedures.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and related software.
• Ability to work collaboratively across multiple departments and company location.

Education and Experience:

•  High School diploma or equivalent required.
• Associate degree is preferred.
• Minimum two years of experience in customer service, project coordination, administrative support, construction, HVAC, or related industries preferred.
• Experience working in a customer-facing environment is strongly preferred.
• Experience with CRM systems and order management processes preferred.

Physical Requirements:

• Ability to sit for extended periods and regularly stand and walk throughout the office.
• Frequent use of a computer, keyboard, telephone, and other standard office equipment.
• Ability to communicate effectively in person, over the phone, and electronically.
• Ability to occasionally bend, reach, stoop, and stretch to retrieve files, supplies, and packages.
• Ability to lift, carry, push, and pull office supplies and packages weighing up to 25 pounds, with or without reasonable accommodation.
• Ability to move and arrange light office materials, supplies, and meeting-related items.

The physical requirements described above are representative of those necessary to perform the essential functions of the position. Reasonable accommodations may be made.