Office Administrator/Project Coordinator

Air Treatment Corporation; Alameda (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

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.

Qualifications

• 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

Responsibilities

• 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.

Skills

CRM systems

Interpersonal communication

Time management

Team collaboration

Problem solving

Education

High School diploma or equivalent

Associate degree preferred

Two years of related experience

Tools

Microsoft Office Suite

Job description

Description

Air Treatment Corporation is a dynamic, collaborative work environment. We understand the expectations of high–quality customer service, therefore we actively search and promote a cohesive team that is formulated to exceed expectations. We are devoted to the growth of our employees and look to provide opportunities for advancement from within, while providing a robust benefit package to our team members.

Job Summary

The Office Administrator/Project Coordinator serves as the primary point of contact for customers, visitors, vendors, and internal teams while supporting project execution from order entry through completion. This role combines front-office administration, customer service, and project coordination to ensure efficient daily operations, accurate order processing, and exceptional customer satisfaction. The position acts as a liaison between sales representatives, vendors, service teams, and internal departments to facilitate communication, coordinate project activities, and maintain a professional office environment. This position supports Air Treatment Corporation's commitment to excellence through organization, collaboration, and proactive customer service.

Requirements

Office Administration & Reception

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

Project Coordination

• Manage and book purchase orders (POs)
• Maintain CRM order lines, including tracking credits and confirming orders are processed 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 representatives, vendors, and internal departments.
• Manage warranty claims, Return Merchandise Authorization (RMAs) and related follow-up.
• Coordinate equipment start-ups and scheduling with the Service Team.
• Perform other duties and responsibilities as assigned to support departmental and company objectives.

Required Skills/Abilities:

• Excellent interpersonal and customer service skills.
• Strong written and verbal communication skills with a professional and transparent communication style. Exhibits high-level problem‑solving capabilities.
• Ability to manage multiple priorities in a fast‑paced environment.
• Excellent organizational skills and attention to detail.
• Ability to manage difficult customer situations professionally and effectively
• Proven time‑management skills with the ability to meet deadlines.
• Experience working with CRM systems and maintaining accurate records.
• Intermediate to advanced knowledge of administrative and clerical procedures.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and related software.
• Ability to work collaboratively across multiple departments and company location.

Education and Experience:

• High School diploma or equivalent required.
• Associate degree is preferred.
• Minimum two years of experience in customer service, project coordination, administrative support, construction, HVAC, or related industries preferred.
• Experience working in a customer‑facing environment is strongly preferred.
• Experience with CRM systems and order management processes preferred.

Physical Requirements:

• Ability to sit for extended periods and regularly stand and walk throughout the office.
• Frequent use of a computer, keyboard, telephone, and other standard office equipment.
• Ability to communicate effectively in person, over the phone, and electronically.
• Ability to occasionally bend, reach, stoop, and stretch to retrieve files, supplies, and packages.
• Ability to lift, carry, push, and pull office supplies and packages weighing up to 25 pounds, with or without reasonable accommodation.
• Ability to move and arrange light office materials, supplies, and meeting‑related items.

The physical requirements described above are representative of those necessary to perform the essential functions of the position. Reasonable accommodations may be made.