Administrative Coordinator

Lucas James Talent Partners•Littleton, MA

35d•Onsite

About The Position

The Administrative Coordinator provides front-desk, office, accounting, onboarding, and operational support to help ensure smooth daily business operations. This position requires a dependable, organized, and professional individual who can manage multiple priorities in a fast-paced office environment.

Requirements

High school diploma or equivalent.
At least one year of office, administrative, receptionist, customer service, or related experience preferred.
Strong organizational and time-management skills.
Professional verbal and written communication skills.
Strong attention to detail and follow-through.
Ability to manage multiple priorities and frequent interruptions.
Proficiency with Microsoft Outlook, Word, and Excel.
Ability to learn and use Sedona and other company systems.
Dependable, punctual, and able to maintain consistent attendance.
Ability to handle confidential information with discretion.

Nice To Haves

Experience using Sedona or a similar service, accounting, or business management system.
Experience supporting accounting, accounts receivable, collections, or payment processing.
Experience processing Certificates of Insurance.
Experience working in a construction, service, fire alarm, security, low-voltage, or life-safety business.

Responsibilities

Greet visitors, customers, vendors, applicants, and delivery personnel.
Answer and route incoming calls and take accurate messages.
Receive, sort, distribute, and process incoming and outgoing mail.
Maintain and update company phone lists, employee contact information, and internal directories.
Order and maintain office, kitchen, breakroom, restroom, and cleaning supplies.
Order and distribute employee uniforms, business cards, nameplates, and other workplace materials.
Coordinate office snacks, beverages, and approved employee convenience items.
Maintain an organized, clean, and professional front-office environment.
Prepare, scan, copy, file, and organize company documents and records.
Assist with data entry, spreadsheets, reports, and general administrative projects.
Assist with new-hire onboarding, including employee setup in Sedona and coordination of uniforms, supplies, equipment, and internal notifications.
Support Accounting with filing, check entry, invoices, customer payments, and daily bank deposits.
Process customer credit card payments in accordance with company procedures.
Assist with posting customer payments and maintaining supporting documentation.
Support collection efforts by contacting customers, sending invoice copies, researching disputes, and following up on outstanding balances.
Process and track customer Certificate of Insurance requests.
Assist with customer, vendor, and company forms as needed.
Provide administrative support to the Monitoring Manager and other departments.
Maintain confidentiality when handling employee, customer, financial, vendor, and company information.
Perform other administrative duties and special projects as assigned.