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Administrative Coordinator
Sarasota, FLFull-TimeMonday–Friday, 8:00 AM–5:00 PM (1-hour unpaid lunch)Posted July 15, 2026
We are a growing home improvement company seeking a highly organized, customer-focused Administrative Coordinator to support our daily operations. The ideal candidate is detail-oriented, thrives in a fast-paced environment, enjoys learning new technology, and can successfully manage multiple priorities while providing exceptional customer service.
This position works closely with customers, vendors, manufacturers, field personnel, and leadership to help ensure projects move efficiently from initial inquiry through completion.
Responsibilities
Customer Service
- Answer incoming phone calls professionally and courteously.
- Welcome customers and visitors.
- Respond to inquiries via phone, email, text, website chat, and social media.
- Provide outstanding customer service throughout the customer experience.
Scheduling & Project Coordination
- Schedule appointments and maintain company calendars.
- Coordinate field personnel schedules and customer appointments.
- Confirm appointments and communicate scheduling updates.
- Coordinate service appointments and project follow-up.
- Ensure projects progress efficiently through each stage.
Estimating & Order Processing
- Prepare customer quotes and proposals.
- Enter customer orders accurately into company software.
- Process and track orders from submission through completion.
- Verify specifications and order accuracy.
- Prepare work orders and project documentation.
Vendor & Manufacturing Coordination
- Communicate with vendors and manufacturers regarding order status, production schedules, shipping, and deliveries.
- Monitor project timelines and provide updates as needed.
- Assist in resolving order discrepancies and warranty-related issues.
Inventory & Operations
- Assist with inventory management and periodic inventory counts.
- Track incoming shipments and verify deliveries.
- Organize inventory and materials.
- Coordinate product pickups and deliveries.
- Help maintain organized storage and work areas.
Office Administration
- Maintain accurate customer records.
- Upload contracts, invoices, permits, and project documentation.
- Process customer payments when appropriate.
- Order office supplies.
- Prepare administrative paperwork and permits as needed.
- Support leadership with administrative projects and reporting.
Technology
- Quickly learn and become proficient in multiple software platforms used throughout the company.
- Accurately manage information across CRM, scheduling, estimating, ordering, inventory, and project management systems.
- Adapt to new technology and evolving business processes.
Office & Facility
- Maintain a clean, organized, and welcoming office environment.
- Perform light housekeeping duties as needed.
- Keep office supplies and common areas stocked and organized.
Qualifications
- Excellent customer service and communication skills.
- Strong organizational and time management abilities.
- Exceptional attention to detail.
- Ability to multitask and prioritize competing responsibilities.
- Strong computer skills and the ability to learn new software quickly.
- Comfortable working with multiple software systems simultaneously.
- Experience with Microsoft Office, Google Workspace, CRM systems, and cloud-based software.
- Positive attitude, professionalism, and dependability.
Preferred Experience
- Administrative or office coordination experience.
- Experience in construction, home improvement, manufacturing, logistics, or project coordination is preferred.
- Experience creating quotes, coordinating vendors, processing orders, scheduling field personnel, or managing inventory is a plus.
Physical Requirements
- Ability to lift up to 40 pounds.
- Ability to move throughout the office and storage areas.
- Ability to perform light organizational and housekeeping duties.
How to Apply
Please submit your resume along with a brief summary of your relevant experience. Qualified candidates will be contacted for the next step in the hiring process.
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