Office Administrator/Project Coordinator

Our client in Exton is looking for an experienced administrator to join their team.
This is an onsite Direct Hire role with salary up to $75k and excellent benefits and company culture.

Position Overview:
This position plays a key role across three core areas: Office Administration, Project Coordination, and Business Development Support. The ideal candidate is detail-oriented, proactive, comfortable managing multiple priorities, and experienced in a construction or contractor-based environment.

This is not a sales role but does involve assisting with opportunity tracking and follow-ups to support company growth.

Responsibilities:

Office Administration:
• Answer and route incoming phone calls and emails in a professional and timely manner
• Manage day-to-day front office operations and serve as a primary point of contact for
internal and external communication
• Prepare, organize, and maintain digital and physical files including contracts, proposals, permits, insurance documents, and correspondence
• Assist with document preparation such as proposals, contracts, subcontracts, and change orders
• Track and maintain compliance documentation including insurance certificates, W-9s, subcontractor agreements, and licensing information
• Coordinate office logistics including mail, deliveries, office supplies, and basic equipment needs
• Support bookkeeping and accounting processes by organizing paperwork, invoices, and supporting documentation
• Assist staff with administrative tasks, reporting, and ad-hoc projects
• Maintain and improve organization and efficiency within existing office systems

Project Coordination:
• Coordinate project schedules by communicating with customers, foremen, subcontractors, and suppliers
• Assist with job setup and closeout by ensuring required documentation is prepared, distributed, and filed
• Prepare and process customer invoices, track billing status, and follow up on outstanding payments
• Track material orders and deliveries and follow up with vendors to ensure timelines are met
• Update and maintain internal systems, databases, and project tracking tools with accurate
job information
• Serve as a communication bridge between the office, field teams, and customers throughout the project lifecycle
• Assist with change order documentation, approvals, and distribution
• Monitor project progress and help identify scheduling conflicts, delays, or missing
information

Business Development Support:
• Locate potential project opportunities through open bid websites, municipal postings, and other online resources
• Track and organize leads, opportunities, and proposal activity
• Follow up internally on outstanding proposals and next steps
• Maintain organized records of customers, architects, general contractors, and partners
• Assist with proposal distribution and follow-up efforts
• Support internal business development efforts without direct involvement in selling or closing

Qualifications:
• Experience in office administration, project coordination, or a similar role
• Construction industry experience is strongly preferred
• Strong organizational skills with excellent attention to detail
• Clear and professional written and verbal communication skills
• Ability to manage multiple tasks and priorities in a fast-paced environment
• Proficiency with Microsoft Outlook and Microsoft Office (Word, Excel, etc.)
• Reliable, self-motivated, and comfortable working as part of a small team

Preferred Experience:
• Prior experience working for a construction company, subcontractor, or contractor
• Familiarity with invoicing, billing, or compliance documentation
• Experience supporting project schedules or coordinating with field teams

Benefits:
• Retirement plan with company match
• Generous PTO
• Paid holidays
• Unlimited sick days
• Stable, long-term position with opportunity to grow alongside the company

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