Office Coordinator

Fidelity Building Services Group•West Hartford, CT

21d•Onsite

About The Position

The Office Coordinator supports daily office operations and provides administrative assistance to management, field employees, vendors, and customers. The role helps keep the office organized and running efficiently through purchasing coordination, documentation, timekeeping and payroll support, event preparation, and general office maintenance. The ideal candidate is organized, dependable, professional, and able to manage multiple priorities in a fast-paced environment. This is a 100% in-office position, Monday through Friday, 8 a.m. to 5 p.m. Compensation is up to $25 per hour, depending on experience. The role works closely with management, field employees, vendors, and other departments to support business operations and maintain an efficient, welcoming workplace. Environmental Systems Co. (ESC), A Fidelity Company, is a building-integrated systems contractor. ESC plans and integrates intelligent building solutions to help facility owners and managers improve building performance, balance energy use and occupant comfort, and support connected facility operations.

Requirements

High school diploma or equivalent required.
Proficiency in Microsoft Office, including Outlook, Word, and Excel.
Strong organizational skills and attention to detail.
Excellent verbal and written communication skills.
Ability to prioritize tasks, meet deadlines, and work independently.
Professional customer service skills and phone etiquette.
Ability to handle confidential information with discretion.

Nice To Haves

Previous experience in office administration, reception, office coordination, or a similar role.
Experience with purchase orders, certificates of insurance, timekeeping, or payroll support.

Responsibilities

Answer incoming phone calls, direct them to appropriate individuals, and respond to general inquiries.
Greet visitors and help maintain a professional, welcoming office environment.
Provide administrative support to management, office staff, and field personnel.
Maintain organized electronic and physical files, records, and documentation.
Assist with scheduling meetings, preparing documents, and completing special projects.
Collect employee timecards and timesheets from field personnel and office employees.
Review timecards for completeness and follow up on missing or inaccurate information.
Assist with gathering, organizing, and submitting payroll information by established deadlines.
Communicate with employees and supervisors to resolve timekeeping discrepancies.
Maintain confidentiality when handling payroll information and employee records.
Assist with preparing, processing, tracking, and maintaining purchase orders.
Request, collect, verify, and maintain certificates of insurance for vendors and subcontractors.
Coordinate office supply orders, monitor inventory, and reorder materials as needed.
Communicate with vendors about orders, deliveries, and documentation.
Maintain a clean, organized, safe, and professional office environment.
Monitor office equipment, supplies, and common areas for maintenance or service needs.
Coordinate routine maintenance, repairs, and service calls with vendors.
Keep meeting rooms, break rooms, and shared spaces orderly and adequately stocked.
Report facility issues and assist with coordinating timely resolutions.