Office Coordinator

CL Visual INC•Town of Babylon, NY

5d•Onsite

About The Position

We are looking for an organized and detail-oriented Office Coordinator to join Global AV Group, located on Long Island in Hicksville, a leader in crafting extraordinary audio, visual, and staging experiences across the nation. If you thrive in a fast-paced environment, love supporting teams, and excel at keeping operations running smoothly, we want to hear from you. This role is perfect for someone who enjoys organization, collaboration, and making a real impact behind the scenes. Take the next step in your career and help us deliver unforgettable moments every day! About Global AV Group Global AV Group is dedicated to creating extraordinary experiences that ignite the senses. We set the bar for excellence, blending audio, video, lighting, and staging to turn concepts into unforgettable moments. Whether in New York City, Las Vegas, or anywhere in between, our flawless execution ensures every project exceeds expectations. Position Summary The Office Coordinator provides essential administrative and operational support to ensure the smooth and efficient functioning of Global AV Group’s daily business activities. This position assists with scheduling, purchasing coordination, communication tracking, and general office management. The Office Coordinator works closely with leadership and departmental teams to maintain organization, streamline processes, and support both field and office operations.

Requirements

High school diploma or equivalent required; associate degree preferred.
Minimum 2–4 years of experience in administrative or office coordination roles.
Strong computer skills with proficiency in Google Workspace, Microsoft Office, and project coordination tools (e.g., Asana, Trello, ProjX360), Quickbooks a plus.
Exceptional organization and time management skills.
Strong written and verbal communication abilities.
High attention to detail and accuracy in data entry and documentation.
Ability to manage multiple priorities while maintaining professionalism and composure.
Collaborative attitude and proactive approach to problem-solving.
Commitment to maintaining confidentiality and professionalism at all times.
Ability to work at a computer for extended periods.
Occasional lifting of office supplies or packages (up to 25 lbs).
Punctuality and consistent attendance are essential.

Nice To Haves

Experience in construction, AV, or technology industries preferred.
Knowledge of timekeeping or payroll software (OnTheClock, ADP, etc.) a plus.

Responsibilities

Serve as the primary point of contact for office operations, vendor coordination, and internal communication.
Maintain organized digital and physical filing systems for company documents, contracts, and correspondence.
Manage office supplies, inventory, and equipment; place replenishment orders as needed.
Prepare correspondence, reports, and other documents as requested by management.
Support HR and Accounting with onboarding paperwork, timesheets, and expense tracking.
Assist with scheduling meetings, company events, and travel arrangements for management or field staff.
Maintain and distribute team calendars and meeting invites.
Help coordinate logistics for field projects, deliveries, and materials pickups.
Process and log purchase orders, invoices, and receipts accurately and promptly.
Coordinate with vendors and suppliers for quotes, order confirmations, and delivery tracking.
Ensure all expenses are recorded and submitted within 24 hours of purchase in accordance with company policy.
Maintain a tracking sheet or digital log for business expenses and purchase authorizations.
Answer phones, direct calls, and respond to general email inquiries professionally.
Greet visitors and ensure a welcoming environment that reflects company standards.
Serve as the main liaison for the service department, coordinating service calls, technician schedules, and client updates.
Track service requests, follow up on open tickets, and ensure timely communication between clients and the technical team.
Support project and sales teams by relaying messages, confirming appointments, and tracking deliverables.
Maintain records of service-related activity and ensure proper documentation for reporting and billing.
Assist with verifying and submitting timesheets for office and field staff.
Ensure all time entries are accurate and submitted daily to support payroll processing.
Generate simple reports as requested by management (e.g., attendance summaries, project logs, expense reports).
Maintain awareness of company safety and HR policies; ensure compliance with documentation and reporting standards.
Keep updated OSHA certifications and compliance materials organized for the operations team.
All other duties assigned.