Administrative Coordinator

Jobtailor; Jurupa Valley (CA); On-site; USD 48,000 - 64,000; Full time

Job summary

Jobtailor in California seeks a proactive front office coordinator to greet clients, manage scheduling, and support project teams with administrative tasks. You will act as the first point of contact, handle inquiries, and uphold a professional, secure office environment.

Responsibilities include coordinating calendars, handling mail and documents, assisting leadership with travel, and maintaining records with discretion and accuracy, contributing to efficient operations and strong client

Qualifications

• 3–5 years of experience in a corporate customer service, administrative, office coordination, or front office role.
• Prior experience in construction, contracting, engineering, property management, or related industry strongly preferred
• Excellent verbal and written communication skills
• Strong organizational, multitasking, and time-management abilities
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook), office management systems, and CRM tools
• Ability to multitask and prioritize in a fast-paced, deadline-driven environment
• Professional appearance, demeanor, and a high level of discretion
• Strong attention to detail and customer-first attitude
• Proven ability to fulfill responsibilities within a fast-paced and dynamic environment
• Demonstrates flexibility to manage changing priorities and timelines through strong problem-solving skills
• Proven time management and follow-through skills with the ability to manage multiple tasks and deadlines
• Ability to work both independently and collaboratively within a team-oriented environment
• Maintains tactful, mature, and professional demeanor with strong interpersonal skills
• Highly motivated with a demonstrated passion for excellence, accountability, and initiative
• Demonstrates strong work ethic and integrity with a commitment to delivering high-quality work
• Passion for maintaining a safe, secure, and professional workplace environment.

Responsibilities

• Greets and assists clients, guests, subcontractors, vendors, inspectors, and staff in person and via phone with professionalism and courtesy
• Serves as the first point of contact for incoming calls, emails, visitors, and general office inquiries
• Manages front office operations, including appointment scheduling, visitor management, conference room coordination, and maintaining office security protocols
• Monitors and supports building and visitor security procedures, including guest check-in/check-out processes, visitor badges, access control coordination, and adherence to company safety and security policies
• Maintains awareness of office and facility activity to ensure a safe, secure, and professional environment for employees, clients, vendors, and visitors
• Maintains a clean, organized, and professional front office environment
• Coordinates office calendars, meetings, appointments, and administrative schedules
• Manages incoming/outgoing mail, packages, permits, and project documentation
• Orders and maintains office supplies, PPE inventory, and general office materials
• Assists leadership with scheduling, travel arrangements, and administrative support
• Assists with project-related documentation, scheduling coordination, and internal communication efforts
• Coordinates with field personnel, vendors, subcontractors, and office staff to support operational efficiency
• Maintains organized digital and physical records, files, and project-related documentation
• Supports leadership and project teams with general administrative tasks and coordination needs
• Assists with tracking deadlines, office activities, and departmental workflows to help ensure timely execution of responsibilities
• Responds to high-level customer inquiries, resolves issues promptly, and escalates concerns when necessary
• Delivers responsive, professional, and solutions-oriented customer service to clients and stakeholders
• Coordinates with internal departments, field personnel, project managers, suppliers, and vendors to facilitate seamless communication and service delivery
• Maintains accurate records, logs, reports, and documentation related to customer interactions, office activities, and project coordination
• Handles sensitive or confidential information with discretion
• Ensures all communication reflects the company’s professionalism and commitment to quality
• Develops and improves administrative systems, workflows and office efficiency
• Maintains accurate records and reporting systems

Skills

Customer service

Communication

Organizational skills

Multitasking

Discretion

Tools

Microsoft Office

CRM software

Job description

Responsibilities

• Greets and assists clients, guests, subcontractors, vendors, inspectors, and staff in person and via phone with professionalism and courtesy
• Serves as the first point of contact for incoming calls, emails, visitors, and general office inquiries
• Manages front office operations, including appointment scheduling, visitor management, conference room coordination, and maintaining office security protocols
• Monitors and supports building and visitor security procedures, including guest check-in/check-out processes, visitor badges, access control coordination, and adherence to company safety and security policies
• Maintains awareness of office and facility activity to ensure a safe, secure, and professional environment for employees, clients, vendors, and visitors
• Maintains a clean, organized, and professional front office environment
• Coordinates office calendars, meetings, appointments, and administrative schedules
• Manages incoming/outgoing mail, packages, permits, and project documentation
• Orders and maintains office supplies, PPE inventory, and general office materials
• Assists leadership with scheduling, travel arrangements, and administrative support
• Assists with project-related documentation, scheduling coordination, and internal communication efforts
• Coordinates with field personnel, vendors, subcontractors, and office staff to support operational efficiency
• Maintains organized digital and physical records, files, and project-related documentation
• Supports leadership and project teams with general administrative tasks and coordination needs
• Assists with tracking deadlines, office activities, and departmental workflows to help ensure timely execution of responsibilities
• Responds to high-level customer inquiries, resolves issues promptly, and escalates concerns when necessary
• Delivers responsive, professional, and solutions-oriented customer service to clients and stakeholders
• Coordinates with internal departments, field personnel, project managers, suppliers, and vendors to facilitate seamless communication and service delivery
• Maintains accurate records, logs, reports, and documentation related to customer interactions, office activities, and project coordination
• Handles sensitive or confidential information with discretion
• Ensures all communication reflects the company’s professionalism and commitment to quality
• Develops and improves administrative systems, workflows and office efficiency
• Maintains accurate records and reporting systems

Requirements

• Minimum of 3–5 years of experience in a corporate customer service, administrative, office coordination, or front office role
• Prior experience in construction, contracting, engineering, property management, or a related industry strongly preferred
• Excellent verbal and written communication skills
• Strong organizational, multitasking, and time-management abilities
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook), office management systems, and customer relationship management (CRM) tools
• Ability to multitask and prioritize in a fast-paced, deadline-driven environment
• Professional appearance, demeanor, and a high level of discretion
• Strong attention to detail and customer-first attitude
• Proven ability to fulfill responsibilities within a fast-paced and dynamic environment
• Demonstrates flexibility to effectively manage changing priorities and timelines through strong problem-solving skills
• Proven time management and follow-through skills with the ability to manage multiple tasks and deadlines
• Ability to work both independently and collaboratively within a team-oriented environment
• Maintains tactful, mature, and professional demeanor with strong interpersonal skills and the ability to work with diverse individuals
• Highly motivated with a demonstrated passion for excellence, accountability, and initiative
• Demonstrates strong work ethic and integrity with a commitment to delivering high-quality work
• Passion for maintaining a safe, secure, and professional workplace environment.