Home Office Administrator

East Coast Facilities • Allentown, PA

3d • Onsite

About The Position

About East Coast Facilities East Coast Facilities, Inc. (or “ECF”) is a leading provider of self-performed facility maintenance services, delivering high-quality solutions—including snow and ice removal, landscaping, and repair services—to commercial, industrial, and institutional clients across key U.S. markets. ECF is recognized for its employee-first culture and utilizes trained personnel, advanced technology, data-driven decision-making, and enterprise-level systems to consistently deliver safe, on-time, and on-budget results. The Opportunity 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
• 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)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees