Customer-Facing Office & Project Coordinator

Air Treatment Corporation; Alameda (CA); Presencial; USD 52.000 - 76.000; Jornada completa

Descripción de la vacante

Air Treatment Corporation in Alameda, CA is seeking an Office Administrator/Project Coordinator to be the primary contact for customers, visitors, vendors, and internal teams, supporting project execution from order entry through completion.

This role combines front-office administration, customer service, and task coordination to ensure accurate order processing, timely communications, and a professional office environment across sales, service, and operations.

Formación

• Greet clients and direct visitors.
• Greet clients, visitors, partners, and guests; determine the purpose of each visit and direct or escort them to the appropriate person or location.
• Answer and route calls; schedule staff appointments.
• Answer, screen, and route incoming phone calls for multiple Air Treatment locations; take messages and schedule appointments for staff.
• Manage mail and shipments
• Receive, sort, and distribute incoming mail, documents, packages, and courier deliveries; package and ship outgoing items as needed.
• Draft internal/external communications
• Draft and distribute professional internal and external communications
• Coordinate meetings and meals
• Coordinate lunch orders, office meetings, and hospitality arrangements, including setup, breakdown and clean-up
• Maintain organized reception and areas
• Maintain reception, conference rooms, kitchen and common areas in a clean professional condition, and manage office, kitchen and breakroom supply inventory
• Provide admin support to leadership
• Provide general administrative support to management and staff

Responsabilidades

• Manage and book purchase orders (POs).
• Maintain CRM order lines and track orders through completion.
• Process stock orders and coordinate shipments and will-call requests.
• Upload orders and acknowledgements and maintain accurate order tracking.
• Update costs, shipping schedules, and lead times as needed.
• Upload shipping information to the CRM and provide tracking details to the Sales team.
• Coordinate project communication between sales, vendors, and internal departments.
• Manage warranty claims and RMAs and related follow-up.
• Coordinate equipment start-ups and scheduling with the Service Team.
• Perform other duties to support departmental and company objectives.

Conocimientos

CRM systems

Interpersonal communication

Time management

Team collaboration

Problem solving

Educación

High School diploma or equivalent

Associate degree preferred

Two years of related experience

Herramientas

Microsoft Office Suite

Descripción del empleo

Air Treatment Corporation in Alameda, CA is seeking an Office Administrator/Project Coordinator to be the primary contact for customers, visitors, vendors, and internal teams, supporting project execution from order entry through completion.

This role combines front-office administration, customer service, and task coordination to ensure accurate order processing, timely communications, and a professional office environment across sales, service, and operations.