Office Coordinator

Fidelity Building Services Group•West Hartford, CT

20d•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 coordination of purchasing, documentation, timekeeping, 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, from 8 a.m. to 5 p.m. Compensation is up to $25 per hour, depending on experience. ESC helps commercial owners and managers improve building performance by planning and integrating intelligent solutions for comfort, security, life safety, energy efficiency, and audio/visual technology. The company describes itself as a leading-edge provider of technology solutions with a focus on customer service and opportunities for personal and professional growth.

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 callers, and respond to general inquiries.
Greet visitors and 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 as needed.
Collect employee timecards and timesheets from field and office employees.
Review timecards for completeness and follow up on missing or inaccurate information.
Help gather, organize, and submit payroll information within 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 regarding 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 as needed.
Ensure meeting rooms, break rooms, and shared spaces are orderly and adequately stocked.
Report facility issues and assist with coordinating timely resolutions.