Home Office Administrator

Jobtailor; Allentown (Lehigh County); Remote; USD 40,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with company match

Paid Time Off (PTO)

Job summary

A leading facilities maintenance provider is seeking a Home Office Administrator for their Allentown, PA office. The position requires 2+ years of office administration experience and strong organizational skills. Responsibilities include serving as a primary contact for visitors, coordinating with regional teams, and providing administrative support. This is a 100% in-person role with no remote work options available. Compensation includes a competitive salary and comprehensive benefits package.

Qualifications

• 2+ years of experience in office administration or related role.
• Strong written and verbal communication skills.
• Ability to manage competing priorities in a fast-paced environment.

Responsibilities

• Serve as primary contact for visitors and vendors.
• Coordinate with regional Branch Administrators.
• Provide administrative support to department heads.

Skills

Office administration

Organizational skills

Microsoft Office Suite

Communication skills

Multitasking skills

Tools

ADP Workforce Now

Sage Intacct

Job description

About East Coast Facilities

East Coast Facilities, Inc. (or “ECF”) is a leading provider of self-performed facility maintenance services, delivering high-quality solutions—including snow and ice removal, landscaping, and repair services—to commercial, industrial, and institutional clients across key U.S. markets. ECF is recognized for its employee‑first culture and utilizes trained personnel, advanced technology, data‑driven decision‑making, and enterprise‑level systems to consistently deliver safe, on‑time, and on‑budget results.

The Opportunity

We are looking for two organized, professional, and people‑oriented Home Office Administrators to serve as the administrative and operational backbone of our Allentown, PA home office. These are in‑person, office‑based roles that sit at the center of ECF’s day‑to‑day operations — interfacing with leadership, supporting HR and payroll administration, coordinating with regional teams, and keeping the home office running smoothly and professionally.

Both roles will be cross‑trained across all HOF Administrator functions, providing flexibility and coverage across the team.

What You’ll Do

• Be the face of ECF’s Home Office — serve as one of the primary points of contact for all visitors, vendors, employees, and regional teams, representing ECF with professionalism and warmth
• Regional coordination — serve as the primary liaison between the ECF Home Office and regional Branch Administrators, coordinating HOF‑initiated requests, cross‑functional initiatives, policy communications, and company events to ensure consistent information flow and follow‑through across all regions
• Administrative support — provide scheduling, travel coordination, document preparation, and administrative support to department heads, HR & Payroll Manager, the Director of HOF Operations, and at times to the CFO, and CEO
• HR & payroll administrative support — assist the HR & Payroll Manager with payroll data entry in ADP Workforce Now, new hire onboarding logistics, offboarding coordination, and benefits administration support
• Office facilities & procurement — maintain the home office environment to ECF’s professional standard; manage office supply and breakroom inventory; coordinate maintenance, repairs, and vendor relationships
• Mail & shipping — receive, sort, and route all incoming mail and packages including time‑sensitive legal documents, government correspondence, and checks; manage all outgoing shipments
• Events coordination — plan and execute ECF company events including team meetings, client visits, holiday events, and employee recognition programs in coordination with the Brand & Media team
• Additional administrative duties and functions as assigned

What We’re Looking For

• 2+ years of experience in office administration, executive support, facilities coordination, or a related role
• Professional, polished, and welcoming demeanor — this role represents ECF to all visitors and vendors
• Strong organizational and multitasking skills with the ability to manage competing priorities in a fast‑paced environment
• Proficiency in Microsoft Office Suite including Word, Excel, Outlook, and SharePoint/OneDrive
• Strong written and verbal communication skills
• Ability to handle sensitive and confidential information with discretion
• Reliable and punctual — this role is 100% in‑person at ECF’s Allentown, PA home office; remote work is not available
• Willingness and ability to travel (land/air) as needed (less than 10%); willingness to support emergency and winter storm operations as needed

Preferred

• Experience with ADP Workforce Now
• Experience with Sage Intacct or comparable ERP
• Experience providing executive‑level administrative support
• Experience coordinating company events
• Notary Public certification or willingness to obtain
• Bilingual — English and Spanish a plus

Compensation & Benefits

• Competitive base salary commensurate with experience
• Medical, dental, and vision insurance
• Company‑paid life with AD&D insurance and short‑term disability
• Voluntary supplemental insurance options (life, AD&D, critical illness, accident)
• 401(k) with company match
• Paid Time Off (PTO) and paid company holidays
• Employee Assistance Program (EAP)

East Coast Facilities is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.