Air Treatment Corporation is a dynamic, collaborative work environment. We understand the expectations of high–quality customer service, therefore we actively search and promote a cohesive team that is formulated to exceed expectations. We are devoted to the growth of our employees and look to provide opportunities for advancement from within, while providing a robust benefit package to our team members. Job Summary:The Office Administrator/Project Coordinator serves as the primary point of contact for customers, visittors, vendors, and internal teams while supporting project execution from order entry through completion. This role combines front-office administration, customer service, and project coordination to ensure efficient daily operations, accurate order processing, and exceptional customer satisfaction. The position acts as a liaison between sales representatives, vendors, service teams, and internal departments to facilitate communication, coordinate project activities, and maintain a professional office environment. This position supports Air Treatment Corporation's commitment to excellence through organization, collaboration, and proactive customer service.
Compensation details: 65000-85000 Yearly Salary
PI0caad0eeb237-38265-42039399
Requirements
- <p> <strong>Office Administration & Reception</strong> </p><ul><li>Greet clients, visitors, partners, and guests; determine the purpose of each visit and direct or escort them to the appropriate person or location.</li><li>Answer, screen, and route incoming phone calls for multiple Air Treatment locations; take messages and schedule appointments for staff.</li><li>Receive, sort, and distribute incoming mail, documents, packages, and courier deliveries; package and ship outgoing items as needed.</li><li>Draft and distribute professional internal and external communications</li><li>Coordinate lunch orders, office meetings, and hospitality arrangements, including setup, breakdown and clean-up</li><li>Maintain reception, conference rooms, kitchen and common areas in a clean professional condition, and manage office, kitchen and breakroom supply inventory </li><li>Provide general administrative support to management and staff</li></ul><p><strong>Project Coordination</strong></p><ul><li>Manage and book purchase orders (POs)</li><li>Maintain CRM order lines, including tracking credits and confirming orders are processed through completion </li><li>Process stock orders and coordinate shipments and will-call requests. </li><li>Upload orders and acknowledgements and maintain accurate order tracking. </li><li>Update costs, shipping schedules, and lead times as needed.</li><li>Upload shipping information to the CRM and provide tracking details to the Sales team </li><li>Coordinate project communication between sales representatives, vendors, and internal departments. </li><li>Manage warranty claims, Return Merchandise Authorization (RMAs) and related follow-up.</li><li>Coordinate equipment start-ups and scheduling with the Service Team.</li><li>Perform other duties and responsibilities as assigned to support departmental and company objectives. </li></ul><p><strong>Required Skills/Abilities:</strong></p><ul><li>Excellent interpersonal and customer service skills.</li><li>Strong written and verbal communication skills with a professional and transparent communication style. Exhibits high-level problem-solving capabilities.</li><li>Ability to manage multiple priorities in a fast-paced environment. </li><li>Excellent organizational skills and attention to detail.</li><li>Ability to manage difficult customer situations professionally and effectively </li><li>Proven time-management skills with the ability to meet deadlines.</li><li>Experience working with CRM systems and maintaining accurate records.</li><li>Intermediate to advanced knowledge of administrative and clerical procedures.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and related software.</li><li>Ability to work collaboratively across multiple departments and company location.</li></ul><p><strong>Education and Experience:</strong></p><ul><li> High School diploma or equivalent required.</li><li>Associate degree is preferred.</li><li>Minimum two years of experience in customer service, project coordination, administrative support, construction, HVAC, or related industries preferred.</li><li>Experience working in a customer-facing environment is strongly preferred.</li><li>Experience with CRM systems and order management processes preferred.</li></ul><p><strong>Physical Requirements:</strong></p><ul><li>Ability to sit for extended periods and regularly stand and walk throughout the office.</li><li>Frequent use of a computer, keyboard, telephone, and other standard office equipment.</li><li>Ability to communicate effectively in person, over the phone, and electronically.</li><li>Ability to occasionally bend, reach, stoop, and stretch to retrieve files, supplies, and packages.</li><li>Ability to lift, carry, push, and pull office supplies and packages weighing up to 25 pounds, with or without reasonable accommodation.</li><li>Ability to move and arrange light office materials, supplies, and meeting-related items.</li></ul><p>The physical requirements described above are representative of those necessary to perform the essential functions of the position. Reasonable accommodations may be made.</p>