Home Office Administrator

East Coast Facilities, Inc.•Allentown, PA

4d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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

Responsibilities

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

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)

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