Office Administrative Coordinator

Office Administrative Coordinator

Job Overview

The Office Administrative Coordinator is a central administrative resource for the Red Cedar Construction Services Charlotte office, company leadership, and construction teams. This broad, onsite role is ideal for someone who enjoys wearing many hats, takes ownership of details, and can shift comfortably between office support, leadership requests, project documentation, and employee needs.

The position supports company leadership while also assisting project teams after projects move into active construction. Responsibilities include project document organization, closeout and warranty coordination, meeting and lunch logistics, mail processing, building access and parking, office supplies, new-hire setup, vendor and IT coordination, and routine website updates.

The ideal candidate is organized, responsive, technology-comfortable, and proactive. This person notices what needs attention, follows tasks through to completion, and helps maintain a welcoming, professional, and well-run workplace for employees, visitors, candidates, vendors, subcontractors, and clients.

Essential Duties, Roles and Responsibilities

This position supports the daily operation of the Charlotte office and provides flexible administrative support to leadership and construction teams throughout active construction, project closeout, and warranty.

Office Administration and Front Office Support

Serve as a primary point of contact for visitors, candidates, vendors, subcontractors, delivery personnel, and other guests entering the office.

Answer the office door or bell, greet visitors professionally, notify the appropriate employee of their arrival, and direct guests as needed.

Maintain a welcoming, organized, professional, and well-stocked office environment and respond to routine office inquiries.

Monitor and order office, kitchen, breakroom, conference room, restroom, mailing, shipping, and other general supplies.

Keep conference rooms, common areas, and shared office spaces organized, stocked, and presentable throughout the day.

Leadership and Administrative Support

Provide administrative support to company leadership.

Assist with scheduling meetings, appointments, conference calls, leadership meetings, travel, reservations, and related logistics as requested.

Prepare, organize, scan, copy, distribute, and maintain correspondence, presentations, spreadsheets, reports, meeting materials, and other business documents.

Maintain organized electronic and physical files, track follow-up items, and assist leadership with reminders, special projects, and miscellaneous administrative needs.

Handle confidential and sensitive business information appropriately.

Meetings, Lunches and Company Events

Coordinate internal and external meetings, schedule conference rooms, and prepare meeting spaces, materials, presentation equipment, seating, and supplies.

Order and coordinate lunches, catering, beverages, snacks, and refreshments for meetings, interviews, leadership meetings, and company events.

Assist with candidate visits, employee lunches, celebrations, company gatherings, vendor coordination, cleanup, and resetting spaces after meetings or events.

Mail, Packages and Document Processing

Collect, sort, open as appropriate under company procedures, scan, electronically route, and distribute incoming mail and packages.

Maintain an organized process for electronically storing or distributing scanned documents.

Coordinate outgoing mail, certified mail, overnight shipments, courier services, and package pickups.

Assist with filing, copying, scanning, data entry, document organization, and other administrative processing needs.

Construction Project Administrative Support

Provide administrative support to construction and project teams after projects move into active construction.

Organize, maintain, upload, distribute, and archive construction-related documentation and electronic project files.

Track outstanding documents and follow up with employees, subcontractors, vendors, and other parties to help keep project records complete and accessible.

Assist with administrative tasks related to subcontractors, vendors, inspections, project correspondence, data entry, and document distribution as requested.

Project Closeout and Warranty Support

Collect, organize, track, upload, and maintain closeout documents, checklists, warranties, operation and maintenance manuals, inspection records, certificates, permits, completion documents, and as-built information.

Follow up with project teams, subcontractors, vendors, and other parties regarding outstanding closeout requirements until documentation is complete.

Receive, document, route, and track warranty requests, status updates, correspondence, access needs, service appointments, and completion documentation.

Follow up on open warranty items as directed, document completed work, close items within company systems, and escalate unresolved or time-sensitive matters to the appropriate leader.

Building Access, Parking and Facility Coordination

Coordinate keys, access credentials, badges, parking passes, parking assignments, visitor access, and related records for employees, visitors, vendors, and new hires.

Coordinate with property management regarding access, parking, maintenance, repairs, deliveries, and other facility-related matters.

Coordinate cleaning services, recurring office vendors, maintenance appointments, deliveries, and repairs, and follow facility issues through resolution.

Employee, IT and Equipment Support

Prepare offices, desks, workstations, equipment, supplies, access, parking, keys, and badges for new employees and support onsite onboarding logistics.

Assist with workspace changes and collect company property, equipment, keys, and badges during employee offboarding.

Serve as an onsite liaison between employees and Red Cedar's third-party IT support provider and help employees submit support requests.

Coordinate computer, monitor, printer, phone, docking station, and other equipment setup; assist with basic troubleshooting such as checking connections, connecting equipment, and restarting devices.

Maintain an organized inventory of company technology equipment and assist with distributing, tracking, collecting, and returning equipment.

Website and Company Information Updates

Make routine updates to the company website, including employee information, project information, photos, company news, contact information, and other basic content.

Coordinate with internal employees or outside website providers when more advanced changes are required and help keep company information current across appropriate online platforms.

Prior website editing experience is preferred; candidates without prior experience should be comfortable learning basic updates within a content management system or similar platform.

Other duties as assigned.

Required Skills & Qualifications

One or more years of experience in office administration, administrative support, project administration, construction administration, executive support, or a similar role preferred.

Strong organizational skills with the ability to manage multiple priorities and requests throughout the day.

Strong attention to detail, responsiveness, and follow-through.

Professional, friendly, and effective written and verbal communication skills.

Comfortable interacting with executives, employees, construction teams, subcontractors, vendors, clients, candidates, and visitors.

Ability to work independently, take initiative, identify what needs attention, and complete tasks without constant direction.

Comfortable using computers and common office technology; proficiency with Microsoft Outlook, Word, Excel, Teams, and similar applications preferred.

Ability to learn new software, construction systems, document manag