Office Administrator/Project Coordinator

Air Treatment Corporation•Alameda, CA

About The Position

The Office Administrator/Project Coordinator is the primary point of contact for customers, visitors, vendors, and internal teams while supporting projects from order entry through completion. The role combines front-office administration, customer service, and project coordination to support efficient daily operations, accurate order processing, and customer satisfaction. It serves as a liaison among sales representatives, vendors, service teams, and internal departments, helping coordinate communication and project activities and maintain a professional office environment.

Requirements

High school diploma or equivalent.
Excellent interpersonal and customer service skills.
Strong written and verbal communication skills and a professional, transparent communication style.
Strong problem-solving capabilities.
Ability to manage multiple priorities in a fast-paced environment.
Excellent organizational skills and attention to detail.
Ability to handle difficult customer situations professionally and effectively.
Proven time-management skills and 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, including Word, Excel, Outlook, and Teams, and related software.
Ability to work collaboratively across departments and company locations.
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, by 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.

Nice To Haves

Associate degree.
At least two years of experience in customer service, project coordination, administrative support, construction, HVAC, or a related industry.
Experience in a customer-facing environment.
Experience with CRM systems and order management processes.

Responsibilities

Greet visitors, determine the purpose of their visits, and direct or escort them to the appropriate person or location.
Answer, screen, and route incoming calls for multiple company locations; take messages and schedule appointments.
Receive, sort, and distribute incoming mail, documents, packages, and courier deliveries, and package and ship outgoing items as needed.
Draft and distribute internal and external communications.
Coordinate lunch orders, office meetings, and hospitality arrangements, including setup, breakdown, and cleanup.
Maintain reception, conference rooms, kitchen, and common areas, and manage office, kitchen, and breakroom supply inventory.
Provide general administrative support to management and staff.
Manage and book purchase orders.
Maintain CRM order lines, track credits, and confirm 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 Authorizations (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.