Office Coordinator

Are you an organized, service-oriented professional who enjoys creating efficient office environments, supporting employees, and building strong relationships with clients, vendors, and business partners? Do you thrive in a fast-paced setting where no two days are the same and where your work directly contributes to the success of the team?

JRMA Architects & Engineers is seeking a full-time, in-office Office Coordinator to support daily operations across our regional offices. This role serves as a key administrative resource, helping ensure our offices operate efficiently while providing exceptional support to employees, clients, consultants, vendors, and visitors.

At JRMA, you’ll join a collaborative, employee-owned (ESOP) firm known for delivering thoughtful, high-quality solutions across Industrial/Manufacturing, Solid Waste/Organics, and Aviation. With our team working across multiple states, JRMA supports flexible scheduling, and a culture grounded in collaboration, accountability, integrity, and continuous improvement.

This role blends office administration, client and vendor coordination, facilities support, and operational organization. You'll play an important role in maintaining a professional office environment, supporting regional office operations, coordinating administrative activities, and helping teams stay focused on serving our clients and communities.

JRMA offers a competitive compensation package, 401(k), bonus program, flexible scheduling, comprehensive health benefits (medical, dental, and vision), paid time off, support for licenses, professional memberships, and continued education supporting both your professional growth and overall well-being.

• Serve as the first point of contact for visitors, clients, consultants, vendors, and employees.
• Manage front desk operations, incoming calls, mail, deliveries, and general office communications.
• Coordinate conference room scheduling, meeting logistics, and office resource management.
• Maintain organized filing systems, records, and administrative documentation.
• Support travel arrangements, including flights, hotels, rental vehicles, and related logistics.
• Help ensure offices remain organized, professional, and operational.

• Support administrative and operational needs across multiple regional office locations.
• Assist with office procedures, communications, and consistency across offices.
• Coordinate office supply inventories and vendor services for multiple locations.
• Partner with managers and department leaders to address office and administrative needs.
• Assist with facility-related requests, maintenance coordination, and workplace support.

• Serve as a professional and responsive point of contact for clients, consultants, vendors, and service providers.
• Coordinate vendor communications and maintain vendor records and documentation.
• Assist with Certificates of Insurance (COIs), W-9 collection, and compliance-related administrative requirements.
• Support consultant and vendor payment processing workflows.
• Help ensure timely follow-up and resolution of administrative requests.

• Assist with invoice processing, expense documentation, and administrative accounting functions.
• Support payment processing, deposits, and recordkeeping activities.
• Maintain supporting documentation and administrative reports.
• Assist project teams with printing, binding, plotting, and document preparation.
• Support company records, licenses, registrations, and other administrative requirements.

• Coordinate internal meetings, training sessions, and office events.
• Assist with employee recognition activities, celebrations, and team-building initiatives.
• Support office communications and company-wide administrative programs.
• Help foster a welcoming and positive employee experience.

• High school diploma or equivalent required.
• 3+ years of office administration, office coordination, administrative support, or office…