Office Coordinator

J R Miller & Associates, Inc • Brea, CA

13d • $24 - $28 • Onsite

About The Position

JRMA Architects & Engineers is seeking a full-time, in-office Office Coordinator to support daily operations across its regional offices. This role serves as a key administrative resource, helping ensure offices operate efficiently while providing exceptional support to employees, clients, consultants, vendors, and visitors. The role blends office administration, client and vendor coordination, facilities support, and operational organization. The Office Coordinator will play an important role in maintaining a professional office environment, supporting regional office operations, coordinating administrative activities, and helping teams stay focused on serving clients and communities. JRMA is a collaborative, employee-owned (ESOP) firm known for delivering thoughtful, high-quality solutions across Industrial/Manufacturing, Solid Waste/Organics, and Aviation. JRMA supports flexible scheduling, and a culture grounded in collaboration, accountability, integrity, and continuous improvement.

Requirements

• High school diploma or equivalent required.
• 3+ years of office administration, office coordination, administrative support, or office management experience.
• 3+ years of client and vendor relationship management experience.
• Experience supporting multiple departments, teams, or office locations.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Demonstrated ability to handle confidential and sensitive information with professionalism.
• Strong problem-solving skills and a proactive approach to support business operations.
• Ability to work full-time in an office environment.
• 3+ years of experience using Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• 3+ years of experience operating and coordinating standard office equipment, including printers, copiers, scanners, postage systems, and conference room technology.
• Experience managing electronic files, records, and administrative systems.
• Strong data entry and document management skills.

Nice To Haves

• Accounts Payable experience, including invoice review, invoice processing, payment processing, and vendor account maintenance.
• Experience using accounting, project management, or ERP software such as Ajera/Deltek, or similar platforms.
• Experience coordinating company events, employee programs, meetings, or office celebrations.
• Experience supporting Architecture, Engineering, Construction (AEC), or professional services firms.
• Experience working with Certificates of Insurance (COIs), consultant compliance documentation, and vendor onboarding processes.
• Multi-office or regional office support experience.

Responsibilities

• Serve as the first point of contact for visitors, clients, consultants, vendors, and employees.
• Manage front desk operations, incoming calls, mail, deliveries, and general office communications.
• Coordinate conference room scheduling, meeting logistics, and office resource management.
• Maintain organized filing systems, records, and administrative documentation.
• Support travel arrangements, including flights, hotels, rental vehicles, and related logistics.
• Help ensure offices remain organized, professional, and operational.
• Support administrative and operational needs across multiple regional office locations.
• Assist with office procedures, communications, and consistency across offices.
• Coordinate office supply inventories and vendor services for multiple locations.
• Partner with managers and department leaders to address office and administrative needs.
• Assist with facility-related requests, maintenance coordination, and workplace support.
• Serve as a professional and responsive point of contact for clients, consultants, vendors, and service providers.
• Coordinate vendor communications and maintain vendor records and documentation.
• Assist with Certificates of Insurance (COIs), W-9 collection, and compliance-related administrative requirements.
• Support consultant and vendor payment processing workflows.
• Help ensure timely follow-up and resolution of administrative requests.
• Assist with invoice processing, expense documentation, and administrative accounting functions.
• Support payment processing, deposits, and recordkeeping activities.
• Maintain supporting documentation and administrative reports.
• Assist project teams with printing, binding, plotting, and document preparation.
• Support company records, licenses, registrations, and other administrative requirements.
• Coordinate internal meetings, training sessions, and office events.
• Assist with employee recognition activities, celebrations, and team-building initiatives.
• Support office communications and company-wide administrative programs.
• Help foster a welcoming and positive employee experience.

Benefits

• Employee ownership (ESOP) with long-term growth opportunity.
• Flexible scheduling.
• Support for professional development, licensure, and certifications.
• Collaborative culture with strong cross-functional teamwork.
• Opportunity to shape projects and influence firm direction.
• Pay range: $24 - $28 an hour based on experience.
• Bonus eligibility: Performance-based.
• Medical, dental, vision, 401(k), and paid time off.
• Additional support for licenses, professional memberships, and continued education.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED