Adminstrative Support Coordinator

Enervise, Inc.; Cincinnati (OH); Hybrid; USD 52,000 - 62,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Retirement plan

Growth opportunities

Job summary

Enervise, Inc. is seeking an Administrative Support Coordinator to assist multiple departments in a fast-paced mechanical services environment.

The role covers sales/proposal support, office administration, vendor docs, marketing assistance, social media, and daily operations, requiring strong organization and customer focus. The candidate will manage proposals, maintain templates and CRM links, support travel and events, and coordinate communications across teams.

Qualifications

• 2+ years of administrative, office support, marketing support, or sales support experience preferred.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with CRM systems and social media platforms preferred.
• Excellent written and verbal communication skills; highly organized and detail oriented.
• Ability to prioritize tasks and manage multiple deadlines in a fast-paced environment.
• Professional demeanor with a customer-service mindset.

Responsibilities

• Assist with preparation, revisions, formatting, and tracking of customer proposals.
• Maintain proposal logs and ensure accurate documentation.
• Update and maintain proposal templates and storage systems.
• Manage CRM updates and proposal linking for sales activities.
• Support sales teams with typing, document prep, and administrative requests.
• Prepare PowerPoint presentations and supporting materials.
• Maintain sales board postings and sales tracking documentation.
• Prepare and distribute new sales congratulatory presentations and announcements.
• Generate and track Welcome letters for new agreement sales.

Skills

Strong organizational skills

Excellent written and verbal comms

Prioritization of tasks

Customer-service mindset

Tools

Microsoft Office Suite

CRM systems

Social media platforms

Job description

We are seeking a highly organized and proactive Administrative Support Coordinator to support multiple departments within a fast-paced mechanical services organization. This role is responsible for sales and proposal support, office administration, event coordination, vendor documentation, marketing assistance, social media activity, and day-to-day operational support. The ideal candidate is detail-oriented, customer-service driven, and capable of managing multiple priorities in a collaborative environment.

Key Responsibilities

• Assist with preparation, revisions, formatting, and tracking of customer proposals
• Maintain proposal logs and ensure accurate documentation
• Update and maintain proposal templates and storage systems
• Manage CRM updates and proposal linking for sales activities
• Support sales teams with typing, document preparation, and administrative requests
• Prepare PowerPoint presentations and supporting materials
• Maintain agreement sales board postings and sales tracking documentation
• Prepare and distribute new sales congratulatory presentations and announcements
• Generate and track Welcome to Enervise president letters for new agreement sales

Administrative Support

• Answer incoming phone calls, distribute mail, and greet visitors in a professional manner
• Coordinate travel arrangements and hotel bookings for all departments
• Assist with expense logging, receipt submissions, and monthly sales expense GL entries
• Maintain organized electronic and physical filing systems, including META finished documents
• Complete vendor qualification documents and process W-9 requests
• Request and track Certificates of Insurance (COIs) from vendors and subcontractors

Office & Supply Management

• Order, organize, and maintain office, kitchen, and operational supplies
• Coordinate business card and printing supply orders
• Manage company apparel and branded merchandise ordering
• Monitor inventory levels and reorder supplies as needed
• Coordinate catering orders, meeting room setup, and cleanup for company meetings and events

Marketing & Communications Support

• Assist with company newsletters, blogs, and internal communications
• Review and update marketing materials and social media content
• Support daily and weekly posting on LinkedIn, Facebook, and Google Business profiles
• Update service area and territory maps as needed
• Track invitation links, RSVPs, and attendee notifications for company events

Event & Trade Show Coordination

• Coordinate golf outing registrations, event logistics, expense tracking, and GL coding
• Coordinate trade show registrations, materials, event logistics, expense tracking, and GL coding
• Assist with company event planning and administrative support across departments

Qualifications

• 2+ years of administrative, office support, marketing support, or sales support experience preferred
• Strong proficiency in Microsoft Office Suite, especially Word, Excel, PowerPoint, and Outlook
• Experience with CRM systems and social media platforms preferred
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to prioritize tasks and manage multiple deadlines in a fast-paced environment
• Professional demeanor and customer-service mindset

Preferred Skills

• Advanced Microsoft Office skills
• Experience in construction, mechanical services, engineering, or related industries
• Familiarity with event coordination and marketing support activities
• Ability to work independently while supporting multiple teams
• Strong multitasking and problem-solving abilities
• Primarily office-based environment
• Frequent interaction with employees, customers, vendors, and leadership teams
• Collaborative, team-oriented workplace with opportunities to support multiple departments

Benefits & Compensation

• Competitive compensation $25.00 - $30.00 per hour
• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement plan options
• Opportunities for growth and professional development

Equal Opportunity Employer, including disabled and veterans.