Office & Administrative Coordinator

We are hiring an Office & Administrative Coordinator for a client in Lawrence, MA!

SOEP Painting Corporation is a 3rd generation owned business specializing in commercial painting and specialty services. We are currently seeking a hardworking and team-oriented Office & Administrative Coordinator to join our team!

The position provides administrative and operational support to company leadership and employees while helping ensure the office operates efficiently and professionally. This role serves as a central point of coordination for reception, office management, meeting support, social media, events, prequalifications, and other administrative needs.

The Office & Administrative Coordinator works across departments and is expected to be organized, responsive, professional, resourceful, and proactive in identifying and addressing administrative needs.

• Manage reception, including answering phones, greeting visitors, and distributing incoming communications.
• Manage office supplies, including monitoring inventory, ordering supplies, maintaining organized storage areas, and anticipating office needs.
• Coordinate Fed Ex, mail, and other outgoing deliveries.
• Manage company apparel, including ordering, maintaining inventory, coordinating distribution, and supporting new-hire or event apparel needs.
• Provide administrative support to Executive leadership.
• Maintain notary responsibilities and coordinate document signatures.

• Coordinate internal and external meetings, including scheduling, conference room reservations, virtual meeting links, and attendee logistics.
• Prepare meeting materials, agendas, presentations, and other documents as requested.
• Coordinate food, beverages, room setup, and other meeting needs.
• Support meeting follow-up by distributing materials, tracking action items, or coordinating next steps as needed.

• Assist with correspondence, thank-you notes, and follow-up related to customers, project wins, and other business activities.
• Manage employee birthday card outreach
• Support leadership with special administrative projects as requested.

• Coordinate customer and public bidding prequalification requirements.
• Gather, organize, and submit required company documentation.
• Maintain current company information needed for prequalification requests.
• Coordinate IT help desk requests and follow up on outstanding technology issues.
• Coordinate office vendors, supplies, services, maintenance needs, and related vendor communication.
• Complete credit card reconciliations and overhead worksheets as assigned.
• Manage Verizon account and company devices.
• Manage and maintain company calendar.

• Support company social media by coordinating and posting approved content related to projects, employees, events, awards, and company news.
• Gather photos, project updates, and other content from teams for use on company social media channels.
• Help maintain a consistent and professional company presence across social media platforms.
• Coordinate company events, awards, and project recognition submissions.
• Coordinate company sports ticket distribution.
• Support company initiatives and special projects across departments.

• 3+ years of administrative or office coordination experience.
• Strong organizational, communication, and follow-through skills.
• Experience providing administrative and executive support to senior leadership, including managing priorities, communications, meetings, and follow-up.
• Proficient in Microsoft Office and comfortable learning new technology and systems.
• Detail-oriented, proactive, and able to manage multiple priorities independently.
• Professional and comfortable working with employees, leadership, customers, and vendors.
• Ability to handle confidential information with discretion.