Office Coordinator
JOB DESCRIPTION
Position Summary
An effective office coordinator is an organized professional whose goal is to ensure that office operations are efficient and add maximum value to the team.
She/he is:
- comfortable dealing with people and able to carry out administrative tasks with accuracy and speed.
- a process-lover who enjoys developing, documenting, and following administrative systems
- an excellent communicator who warmly and professionally responds to visitors, phone calls, and digital messages
- technologically savvy and quick to learn new software or pursue digital solutions
- able to take the initiative and not wait for others to hold him/her accountable
- willing to help others stay on target with deadlines, and able to do this in a supportive and open way
Work Hours & Location
This is a full-time position averaging approximately 35-40 hours/week.
Work is to be performed primarily at our office, located in Moore Business Park at 780 Eden Rd., Lancaster, PA, but some remote work hours may be acceptable if desired.
Why McLennan?
Founded in 2003, McLennan Contracting is an award-winning Design-Build remodeling company dedicated to building a positive, family-friendly culture that prioritizes continual learning and work-rest balance.
At McLennan, we believe in empowering our team members to grow personally and professionally. We value a team approach to problem-solving and company development, and we believe in rewarding excellent work.
Our team members are our most important asset, which is why we are committed to supporting one another’s total well-being: physical, mental, financial, and social.
We want our team members to be thriving, productive, healthy, and balanced at work and at home, so we do our best to ensure each person is in the position best suited to their personality and “working genius.”
Key Responsibilities
Administration
- Maintain digital and physical filing system.
- Be the “Process Expert”—Develop and maintain company process playbook.
- Coordinator office and facility needs, including cleaning service, seasonal decor, utilities, repairs, and maintenance.
- Acquire and maintain trade partner paperwork and policy information.
- Retrieve, open, and sort mail and incoming paperwork/receipts.
- Ensure office and snack room supplies are stocked.
Bookkeeping
- Set up new customers and jobs in Quickbooks.
- Create payment schedules and track progress payments.
- Issue invoices and assist clients with account-related questions.
- Enter transactions in Quickbooks and issue bill payments.
- Obtain approval for vendor/trade partner bill payments from Production Manager.
- Assist the President with additional bookkeeping activities as needed.
Customer Service
- Answer phone calls and respond to live chat inquiries from our website.
- Pre-qualify incoming leads according to the Pre-Qualification Criteria.
- Receive visitors and deliveries during office hours.
- Provide project management software support to clients as needed.
- Prepare thank-you cards and gifts for completed projects.
- Maintain inventory of client gift and promotional items.
Team Support
- Assist office staff with client and trade partner communication as needed.
- Assist marketing team with social media and event planning as needed.
- Participate in new team member onboarding of administrative processes.
- Troubleshoot software/technology issues for the team (with assistance of external IT partner) and acquire new computers and mobile devices as directed.
- Assist the President and General Manager with travel arrangements, event planning, and scheduling as needed.
Requirements
Communication
- Friendly and professional phone skills
- Articulate; able to communicate information in a clear, organized, logical manner
- Above average spelling and grammatical skills
- Able to infuse written and verbal communication with warmth and personality, while maintaining professionalism
Technology & Software
- Excellent typing skills
- Proficient in Quickbooks Desktop
- Proficient in Google Apps and/or MS Office Suite
- Basic understanding of spreadsheets, working with PDFs, downloading and saving files.
- Computer savvy and comfortable learning new software.
Education & Experience
- High school diploma
- Valid driver's license
- Minimum 3 years' experience in office administration or related field
Not Required (But Nice to Have)
- Knowledge of BOTH Apple operating systems (Mac OS, IOS) and Windows is a plus
- Familiarity with CRM and/or project management software is a plus
- Experience with residential remodeling is a plus
Compensation & Benefits
- $40,000–$45,000/year (starting salary based on skill and experience)
- Retirement account
- Health benefits
- Paid holidays, vacation, and personal time
- Professional development assistance
- Annual bonus based on team performance and company profitability
- Opportunity for growth and advancement in company
- Family-supportive environment
- Company-wide emphasis on work-rest balance
We're Dog-Friendly!
Our office is dog-friendly and frequently enjoys visits from our canine “mascots.”
Excited to join our team?
To apply, please complete the form below. We will review your application and be in touch with the next step!
Employment Application
"Coming together is a beginning. Keeping together is progress. Working together is success."
~ Henry Ford