Administrative Coordinator

Down To Earth Construction Llc; Canton (OH); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

401(k)

Free uniforms

Health insurance

Opportunity for advancement

Paid time off

Job summary

Down To Earth Construction Llc is seeking an organized Administrative Coordinator to support office, sales, accounting, and operations teams in Canton, OH. The role focuses on routine admin tasks, accurate record-keeping, and proactive communication to prevent missing information.

The ideal candidate learns our systems quickly, works independently after training, and maintains professional communication. This position offers growth potential within the organization.

Qualifications

• Experience in administrative, office, data-entry, or customer-service roles preferred.
• Comfortable learning new software and systems.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Able to work independently and handle multiple priorities.

Responsibilities

• Maintain accurate customer, employee, vendor, and project information.
• Perform daily data entry and record updates; manage documents.
• Organize digital and physical project files and records.
• Answer calls and route messages; prepare paperwork as requested.
• Update project information in Buildertrend and assist with permits and scheduling.

Skills

Data entry

Communication

Organization

Independent work

Typing

Tools

Buildertrend

QuickBooks

Microsoft Office

Job description

Benefits:

• 401(k)
• Free uniforms
• Health insurance
• Opportunity for advancement
• Paid time off

Position Overview

We are seeking an organized, dependable, and detail-oriented Administrative Coordinator to provide day-to-day administrative support to our office, sales, accounting, and operations teams.

This position will be responsible for taking ownership of routine administrative tasks, maintaining accurate company and project records, assisting team members with documentation and information, and helping ensure that items do not fall through the cracks.

The ideal candidate is someone who can learn our systems, work independently after training, communicate professionally, and recognize what needs to be done without requiring constant direction.

Primary Responsibilities

General Administration

• Maintain accurate customer, employee, vendor, and project information.
• Complete daily data entry and record updates.
• Scan, upload, file, and organize company documents.
• Maintain digital and physical project files.
• Answer and route incoming phone calls and messages.
• Prepare documents, forms, packets, and other paperwork as requested.
• Monitor outstanding paperwork and follow up when information is missing.
• Assist with general office organization and administrative needs.

Project & Operations Support

• Enter and update project information in Buildertrend.
• Upload contracts, permits, plans, photos, and project documentation.
• Maintain organized customer and project records.
• Assist with permit applications, submissions, and tracking.
• Help prepare project folders and information needed by the field team.
• Assist with scheduling-related administrative tasks.
• Communicate routine project information between departments.
• Help ensure project documentation is complete and current.

Sales Support - Only When Sales are overwhelmed

• Assist sales staff with customer and project paperwork.
• Enter and maintain lead/customer information.
• Upload estimates, contracts, photos, and supporting documents.
• Help track missing information and required documentation.
• Provide administrative assistance to the sales team as needed.

Expectations

The Administrative Coordinator is expected to:

• Maintain a high level of accuracy and attention to detail.
• Keep company and customer information confidential.
• Communicate professionally with customers and coworkers.
• Complete assigned responsibilities without repeated reminders.
• Prioritize tasks appropriately when several departments need assistance.
• Ask questions when necessary and take notes during training.
• Follow established company procedures.
• Take ownership of routine responsibilities once trained.
• Identify missing information or incomplete tasks and work to resolve them.
• Maintain a professional, organized workspace.

Qualifications

• Previous administrative, office, data-entry, or customer-service experience preferred.
• Comfortable working with computers and learning new software.
• Experience with Microsoft Office preferred.
• Strong written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to work independently.
• Ability to manage multiple responsibilities and changing priorities.
• Accurate typing and data-entry skills.
• Experience with Buildertrend or QuickBooks is helpful but not required.