Office Coordinator

What We Do:

ESC helps commercial owners and managers enhance building performance by planning and integrating intelligent solutions to optimize comfort, security, life safety, energy efficiency and audio/visual technology. We have built a reputation as a leading-edge provider of state-of-the-art technology solutions with the highest level of customer service. If you want to work for a reputable company, that provides opportunity for personal and professional growth, we encourage you to apply.

Position Summary

The Office Coordinator is responsible for supporting daily office operations and providing administrative assistance to management, field employees, vendors, and customers. This 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.

• 100% in Office 
• Monday through Friday 8am to 5pm 
• Up to $25/hr. depending on experience

Essential Duties and Responsibilities

Administrative & Reception Support

• Answer incoming phone calls, direct calls to the appropriate individuals, and respond to general inquiries.
• Greet visitors and provide 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.

Timekeeping & Payroll Assistance

• Collect employee timecards and timesheets from field personnel and office employees.
• Review timecards for completeness and follow up on missing or inaccurate information.
• Assist with gathering, organizing, and submitting payroll information within established deadlines.
• Communicate with employees and supervisors to resolve timekeeping discrepancies.
• Maintain confidentiality when handling payroll information and employee records.

Purchasing & Vendor Coordination

• Assist with preparing, processing, tracking, and maintaining purchase orders (POs).
• Request, collect, verify, and maintain certificates of insurance (COIs) for vendors and subcontractors.
• Coordinate office supply orders and maintain appropriate inventory of office materials.
• Monitor supply levels and reorder items as needed.
• Communicate with vendors regarding orders, deliveries, and documentation.

Office Maintenance & Facilities Coordination

• 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.

Qualifications

• High school diploma or equivalent required.
• Previous experience in office administration, reception, office coordination, or a similar role preferred.
• 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 and phone etiquette.
• Ability to handle confidential information with discretion.
• Experience with purchase orders, certificates of insurance, timekeeping, or payroll support is a plus.

Key Competencies

• Organization and time management
• Communication and customer service
• Attention to detail and accuracy
• Problem-solving and initiative
• Teamwork and dependability
• Adaptability and multitasking

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Vision insurance

Work Environment

This is an office-based position that works closely with management, field employees, vendors, and other departments to support daily business operations and maintain an efficient, welcoming workplace.

Affirmative Action / Equal Opportunity Employer

About Us:

Environmental Systems Co. (ESC), A Fidelity Company, is a building-integrated systems contractor that helps facility owners and managers enhance building performance by planning and integrating intelligent building solutions. 

ESC implements smart technology for sustainable operations, balancing energy use and occupant comfort from one seamless front-end interface. Our experienced technicians provide facility assessment, equipment installation, and on-site maintenance and support services to keep our customers’ assets connected and operating at peak performance. Whether you require a turnkey solution or are seeking to replace or upgrade a specific component of your existing system, ESC has the expertise to deliver products and solutions that enhance and simplify facilities management.