Home Office Administrator

Home Office Administrator

East Coast Facilities, Inc. (or "ECF") is a leading provider of self-performed facility maintenance services, delivering high-quality solutions—including snow and ice removal, landscaping, and repair services—to commercial, industrial, and institutional clients across key U.S. markets. ECF is recognized for its employee-first culture and utilizes trained personnel, advanced technology, data-driven decision-making, and enterprise-level systems to consistently deliver safe, on-time, and on-budget results.

We are looking for two organized, professional, and people-oriented Home Office Administrators to serve as the administrative and operational backbone of our Allentown, PA home office. These are in-person, office-based roles that sit at the center of ECF's day-to-day operations — interfacing with leadership, supporting HR and payroll administration, coordinating with regional teams, and keeping the home office running smoothly and professionally.

If you thrive in a fast-paced environment, love variety in your work, and take pride in keeping things organized and running on time — this role is for you.

Both roles will be cross-trained across all HOF Administrator functions, providing flexibility and coverage across the team.

What You'll Do

• Be the face of ECF's Home Office — serve as one of the primary points of contact for all visitors, vendors, employees, and regional teams, representing ECF with professionalism and warmth
• Regional coordination — serve as the primary liaison between the ECF Home Office and regional Branch Administrators, coordinating HOF-initiated requests, cross-functional initiatives, policy communications, and company events to ensure consistent information flow and follow-through across all regions
• Administrative & executive support — provide scheduling, travel coordination, document preparation, and administrative support to department heads, the Director of HOF Operations, CFO, and CEO
• HR & payroll administrative support — assist the HR & Payroll Manager with payroll data entry in ADP Workforce Now, new hire onboarding logistics, offboarding coordination, and benefits administration support
• Office facilities & procurement — maintain the home office environment to ECF's professional standard; manage office supply and breakroom inventory; coordinate maintenance, repairs, and vendor relationships
• Mail & shipping — receive, sort, and route all incoming mail and packages including time-sensitive legal documents, government correspondence, and checks; manage all outgoing shipments
• Events coordination — plan and execute ECF company events including team meetings, client visits, holiday events, and employee recognition programs in coordination with the Brand & Media team
• Additional administrative duties and functions as assigned

What We're Looking For

• 2+ years of experience in office administration, executive support, facilities coordination, or a related role
• Professional, polished, and welcoming demeanor — this role represents ECF to all visitors and vendors
• Strong organizational and multitasking skills with the ability to manage competing priorities in a fast-paced environment
• Proficiency in Microsoft Office Suite including Word, Excel, Outlook, and SharePoint/One Drive
• Strong written and verbal communication skills
• Ability to handle sensitive and confidential information with discretion
• Reliable and punctual — this role is 100% in-person at ECF's Allentown, PA home office; remote work is not available
• Willingness and ability to travel (land/air) as needed (less than 10%); willingness to support emergency and winter storm operations as needed

Preferred

• Experience with ADP Workforce Now
• Experience with Sage Intacct or comparable ERP
• Experience providing executive-level administrative support
• Experience coordinating company events
• Notary Public certification or willingness to obtain
• Bilingual — English and Spanish a plus

Why Join ECF?

At East Coast Facilities, we believe that taking care of our team is just as important as taking care of our clients. These roles offer real variety, direct exposure to company leadership, and the opportunity to grow alongside a company that is…