Office Coordinator

Premier Polishing Corp. Office Coordinator

About Us:

Premier Polishing Corp is a leader in the concrete polishing industry, known for delivering top-quality flooring solutions to a wide range of clients. We pride ourselves on excellence, precision, and a commitment to providing outstanding customer experience. As we continue to grow, we’re looking for a dependable and organized Office Coordinator to join our team and help keep our operations running smoothly.

As an Office Coordinator at Premier Polishing Corp, you will play a vital role in supporting our office operations and assisting upper management in maintaining organization and efficiency. You will be responsible for administrative tasks, updating project schedules, tracking materials, managing invoices and accounts receivable, and ensuring smooth communication between vendors and upper management. This role requires a detail-oriented professional with strong organizational and communication skills who can handle multiple administrative responsibilities with precision and efficiency.

 

1.     Office & Project Coordination:

·        Draft, format, and send professional proposals for upcoming projects.

·        Answer and route incoming calls with professionalism, acting as the first point of contact for clients and vendors.

·        Request and manage Certificates of Insurance from brokers, ensuring project compliance.

 

2.     Scheduling & Project Management:

·        Assist with maintaining and updating the job schedule calendar to reflect project timelines.

·        Update schedules when changes occur, ensuring accurate and up-to-date information is reflected.

·        Coordinate with upper management to ensure all scheduling updates are properly communicated.

·        Track material orders to ensure timely delivery for project start dates.

 

3.     Financial & Accounts Management:

·        Send out invoices through QuickBooks and manage accounts receivable for projects.

·        Follow up with clients to ensure timely payments and address any billing inquiries.

 

4.     Documentation & Compliance:

·        Prepare and submit accurate AIA Pay Requisitions in a timely manner.

·        Maintain organized records of contracts, insurance documents, and project files.

·        Ensure all administrative processes are smooth, efficient, and compliant.

 

5.     General Office Support:

·        Provide general office support, including filing, email management, and document preparation.

·        Assist with special projects as needed to support the team and keep operations flowing.

·        Help maintain a professional and welcoming office environment.

1.     Construction Coordination Experience: 

·        Proven experience as an Office Coordinator, Administrative Assistant, or in a similar role—ideally in construction or a related industry.

 

2.     Organizational Pro: 

·        Strong attention to detail and excellent time management skills.

 

3.     Strong Communicator:

·        Excellent verbal and written communication skills—you’re professional and personable, whether on the phone, over email, or in person.

·        Ability to liaise effectively between office staff, upper management, vendors, and clients.

 

4.     Tech-Savvy:

·        Comfortable using Microsoft Office Suite (Word, Excel, Outlook) and familiar with Trello or similar project management tools.

·        Experience with QuickBooks for invoicing and accounts receivable management.

·        Experience with AIA Pay Requisitions is highly desirable, but we’re willing to train the right candidate.

 

5.     Problem-Solver:

·        You can think on your feet, troubleshoot issues, and keep things moving smoothly, even when juggling deadlines.

·        Strong critical thinking skills to anticipate project needs and potential roadblocks.

 

6.     Construction Knowledge:

·        Understanding of construction processes, terminology, and documentation.

·        Familiarity with project scheduling, material tracking, and compliance requirements.

If you’re an organized, proactive, and detail-oriented professional who loves keeping things on track and running smoothly, we want to hear from you! Submit your resume and a cover letter explaining why you’d be a great fit for Premier Polishing Corp.