Office Coordinator

Fidelity Building Services Group; Elmwood (CT); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Employee assistance program

Health insurance

Health savings account

Life insurance

Paid time off

Parental leave

Professional development assistance

Referral program

Vision insurance

Job summary

Fidelity Building Services Group is seeking an Office Coordinator to support daily operations in a fast-paced office environment. You will handle front-desk duties, timekeeping, payroll support, purchasing, vendor coordination, and general admin tasks to keep management and field teams running smoothly.

The ideal candidate is organized, dependable, professional, and proficient in Microsoft Office, with excellent communication and multitasking abilities.

Qualifications

• High school diploma or equivalent required.
• Previous experience in office administration, reception, or office coordination preferred.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Strong organizational skills with attention to detail.

Responsibilities

• Answer incoming phone calls and direct inquiries.
• Greet visitors and maintain a professional office environment.
• Provide administrative support to management and staff.
• Maintain organized electronic and physical files and documentation.
• Assist with scheduling meetings and completing special projects.

Skills

Microsoft Office

Organizational skills

Communication

Time management

Customer service

Phone etiquette

Education

High school diploma or equivalent

Job description

Position Summary

ESC helps commercial owners and managers enhance building performance by planning and integrating intelligent solutions to optimize comfort, security, life safety, energy efficiency and audio/visual technology. We have built a reputation as a leading-edge provider of state-of-the-art technology solutions with the highest level of customer service.

The Office Coordinator is responsible for supporting daily office operations and providing administrative assistance to management, field employees, vendors, and customers. This role helps keep the office organized and running efficiently through coordination of purchasing, documentation, timekeeping, payroll support, event preparation, and general office maintenance. The ideal candidate is organized, dependable, professional, and able to manage multiple priorities in a fast-paced environment.

• 100% in Office
• Monday through Friday 8am to 5pm
• Up to $25/hr. depending on experience

Essential Duties and Responsibilities

Administrative & Reception Support

• Answer incoming phone calls, direct calls to the appropriate individuals, and respond to general inquiries.
• Greet visitors and provide a professional, welcoming office environment.
• Provide administrative support to management, office staff, and field personnel.
• Maintain organized electronic and physical files, records, and documentation.
• Assist with scheduling meetings, preparing documents, and completing special projects as needed.

Timekeeping & Payroll Assistance

• Collect employee timecards and timesheets from field personnel and office employees.
• Review timecards for completeness and follow up on missing or inaccurate information.
• Assist with gathering, organizing, and submitting payroll information within established deadlines.
• Communicate with employees and supervisors to resolve timekeeping discrepancies.
• Maintain confidentiality when handling payroll information and employee records.

Purchasing & Vendor Coordination

• Assist with preparing, processing, tracking, and maintaining purchase orders (POs).
• Request, collect, verify, and maintain certificates of insurance (COIs) for vendors and subcontractors.
• Coordinate office supply orders and maintain appropriate inventory of office materials.
• Monitor supply levels and reorder items as needed.
• Communicate with vendors regarding orders, deliveries, and documentation.

Office Maintenance & Facilities Coordination

• Maintain a clean, organized, safe, and professional office environment.
• Monitor office equipment, supplies, and common areas for maintenance or service needs.
• Coordinate routine maintenance, repairs, and service calls with vendors as needed.
• Ensure meeting rooms, break rooms, and shared spaces are orderly and adequately stocked.
• Report facility issues and assist with coordinating timely resolutions.

Qualifications

• High school diploma or equivalent required.
• Previous experience in office administration, reception, office coordination, or a similar role preferred.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize tasks, meet deadlines, and work independently.
• Professional customer service and phone etiquette.
• Ability to handle confidential information with discretion.
• Experience with purchase orders, certificates of insurance, timekeeping, or payroll support is a plus.

Key Competencies

• Organization and time management
• Communication and customer service
• Attention to detail and accuracy
• Problem-solving and initiative
• Teamwork and dependability
• Adaptability and multitasking

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Vision insurance

Work Environment

This is an office-based position that works closely with management, field employees, vendors, and other departments to support daily business operations and maintain an efficient, welcoming workplace.

Affirmative Action / Equal Opportunity Employer