Office Administrator and Assistant Project Coordinator

About Atlantic Mechanical

Atlantic Mechanical is a leading provider of plumbing for residential new construction and commercial projects. Atlantic Mechanical is committed to delivering reliable and high-quality solutions to our clients, providing innovative and cost-effective solutions in the plumbing industry. As we continue to grow, we are looking for an experienced and motivated Office Administrator/Assistant Project Coordinator to join our team.

Job Summary

We are seeking a highly organized, proactive, and detail-oriented individual to support our General Manager, Estimator, and Project Managers. The ideal candidate will have previous experience in an administrative role or project management and possess knowledge of the plumbing industry. This role requires a dynamic individual who is capable of managing multiple tasks efficiently, interacting with multiple team members, and ensuring smooth operations for the company. Seeking someone desiring long-term growth with the company.

Duties

•Perform general office duties, such as answering phone calls, handling mail, and other clerical tasks.

•Provide comprehensive administrative support to the team, including scheduling inspections, tracking project status, managing calendars, and handling communications.

•Review builder POs and process to include collecting updated POs for add-ons or missing items for contract projects

•Assist with the preparation of change orders, reports, and other business documents.

•Manage material processes, including requesting quotes, ordering materials, maintaining material lists, understanding lead times and availability for fixtures and non-stock items and all associated planning of material needs, and reviewing invoices and job cost comparisons.

•Verify warranty eligibility and request and track warranty replacements

•Coordinate internal and external meetings, ensuring all logistics are in place

•Handle confidential and sensitive information with discretion and professionalism.

•Draft, review, and send correspondence on behalf of the executive team.

•Assist in project coordination, tracking progress, and ensuring deadlines are met.

•Manage office supplies and inventory, ensuring that all necessary materials are available.

•Maintain and organize filing systems, both electronic and physical.

•Provide administrative support for the company's financial and operational processes, including invoice tracking, and budgeting.

•Help streamline company processes and improve overall efficiency by proposing solutions and improving administrative workflows.

•Support General Manager, Project Managers, and Estimator on other tasks as assigned

Qualifications

•High school diploma or equivalent; Associate's or Bachelor's degree preferred.

•Minimum of 3 years of experience as an Executive Assistant or in a similar administrative role or 1 year project management experience.

•Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

•Excellent verbal and written communication skills.

•Exceptional organizational skills and attention to detail.

•Ability to manage multiple tasks simultaneously and prioritize effectively.

•Strong problem-solving abilities and critical thinking skills.

•Ability to maintain confidentiality and exercise sound judgment.

•Have a strong work ethic. A positive, can-do attitude and a willingness to support the team.

•Strong knowledge of the plumbing industry or construction is highly preferred.

•Certifications such as OSHA 30 are a plus, but not required

Job Type Full-time

Work Location Baltimore, in person

Pay $40K-$60K/year commensurate with experience

Benefits

•Paid time off

•Dental insurance

•Health insurance

•Life insurance

•Vision insurance

•401(k)

Qualifications

•High school diploma or equivalent; Associate's or Bachelor's degree preferred.

•Minimum of 3 years of experience as an Executive Assistant or in a similar administrative role or 1 year project management experience.

•Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

•Excellent verbal and written communication skills.

•Exceptional organizational skills and attention to detail.

•Ability to manage multiple tasks simultaneously and prioritize effectively.

•Strong problem-solving abilities and critical thinking skills.

•Ability to maintain confidentiality and exercise sound judgment.

•Have a strong work ethic. A positive, can-do attitude and a willingness to support the team.

•Strong knowledge of the plumbing industry or construction is highly preferred.

•Certifications such as OSHA 30 are a plus, but not required

Compensation details: 40000-60000 Yearly Salary

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