Adminstrative Support Coordinator

We are seeking a highly organized and proactive Administrative Support Coordinator to support multiple departments within a fast-paced mechanical services organization. This role is responsible for sales and proposal support, office administration, event coordination, vendor documentation, marketing assistance, social media activity, and day-to-day operational support. The ideal candidate is detail-oriented, customer-service driven, and capable of managing multiple priorities in a collaborative environment.

Key Responsibilities

• Assist with preparation, revisions, formatting, and tracking of customer proposals
• Maintain proposal logs and ensure accurate documentation
• Update and maintain proposal templates and storage systems
• Manage CRM updates and proposal linking for sales activities
• Support sales teams with typing, document preparation, and administrative requests
• Prepare PowerPoint presentations and supporting materials
• Maintain agreement sales board postings and sales tracking documentation
• Prepare and distribute new sales congratulatory presentations and announcements
• Generate and track Welcome to Enervise president letters for new agreement sales

Administrative Support

• Answer incoming phone calls, distribute mail, and greet visitors in a professional manner
• Coordinate travel arrangements and hotel bookings for all departments
• Assist with expense logging, receipt submissions, and monthly sales expense GL entries
• Maintain organized electronic and physical filing systems, including META finished documents
• Complete vendor qualification documents and process W-9 requests
• Request and track Certificates of Insurance (COIs) from vendors and subcontractors

Office & Supply Management

• Order, organize, and maintain office, kitchen, and operational supplies
• Coordinate business card and printing supply orders
• Manage company apparel and branded merchandise ordering
• Monitor inventory levels and reorder supplies as needed
• Coordinate catering orders, meeting room setup, and cleanup for company meetings and events

Marketing & Communications Support

• Assist with company newsletters, blogs, and internal communications
• Review and update marketing materials and social media content
• Support daily and weekly posting on Linked In, Facebook, and Google Business profiles
• Update service area and territory maps as needed
• Track invitation links, RSVPs, and attendee notifications for company events

Event & Trade Show Coordination

• Coordinate golf outing registrations, event logistics, expense tracking, and GL coding
• Coordinate trade show registrations, materials, event logistics, expense tracking, and GL coding
• Assist with company event planning and administrative support across departments

Qualifications

• 2+ years of administrative, office support, marketing support, or sales support experience preferred
• Strong proficiency in Microsoft Office Suite, especially Word, Excel, PowerPoint, and Outlook
• Experience with CRM systems and social media platforms preferred
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to prioritize tasks and manage multiple deadlines in a fast-paced environment
• Professional demeanor and customer-service mindset

Preferred Skills

• Advanced Microsoft Office skills
• Experience in construction, mechanical services, engineering, or related industries
• Familiarity with event coordination and marketing support activities
• Ability to work independently while supporting multiple teams
• Strong multitasking and problem-solving abilities
• Primarily office-based environment
• Frequent interaction with employees, customers, vendors, and leadership teams
• Collaborative, team-oriented workplace with opportunities to support multiple departments

Benefits & Compensation

• Competitive compensation $25.00 - $30.00 per hour
• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement plan options
• Opportunities for growth and professional development

Equal Opportunity Employer, including disabled and veterans.