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 management tools, website content management systems, and company processes.

- Ability to maintain organized electronic and physical files and appropriately handle confidential or sensitive information.

- Reliable, punctual, and comfortable working in an onsite office environment.

- Experience in construction, real estate development, homebuilding, property management, or a related industry is preferred but not required.

- Experience with construction documentation, project closeout, warranty coordination, or website content updates is a plus.

- Current Notary Public commission or willingness to become a Notary Public is a plus.

Leadership and Behavioral Profile

- Service Mindset: Enjoys helping people and naturally looks for ways to make the workplace easier and more welcoming for others.

- Proactive: Notices what needs attention and handles it without waiting for every task to be assigned.

- Highly Organized: Keeps documents, meetings, mail, supplies, schedules, project information, equipment, and administrative details under control.

- Detail-Oriented: Recognizes missing information, incomplete documentation, open items, and details requiring follow-up.

- Responsive: Communicates promptly, keeps the right people informed, and follows requests through to completion.

- Adaptable: Comfortably shifts between office administration, leadership support, project documentation, warranty coordination, and other needs throughout the day.

- Professional: Creates a positive first impression and interacts confidently with senior leadership, employees, candidates, clients, vendors, subcontractors, and visitors.

- Resourceful: Finds answers, asks appropriate questions, learns new systems, and coordinates with the right people to resolve issues.

- Technology Comfortable: Is comfortable learning software, making basic website updates, working with electronic documents, and assisting with everyday technology needs.

- Dependable and Team-Oriented: Can be trusted with responsibilities, deadlines, and confidential information and is willing to jump in wherever administrative support is needed.

What Success Looks Like

- Leadership receives reliable, responsive administrative support, and requests are completed without repeated reminders.

- Visitors, candidates, vendors, and employees are greeted and assisted promptly, and the office door, deliveries, and visitor needs are handled consistently.

- Incoming mail is collected, scanned, routed, and distributed accurately and promptly.

- Meetings are scheduled and organized, rooms are prepared, and lunches or catering are ordered in advance.

- Office supplies, common areas, building access, parking, badges, keys, vendors, and facility needs are coordinated accurately and proactively.

- Project teams receive dependable administrative support during active construction, and project documents remain complete, organized, and accessible.

- Closeout documentation is collected, tracked, organized, and followed through to completion.

- Warranty requests are documented, routed, tracked, followed up on, and properly closed out.

- New employees arrive to prepared workspaces with the appropriate equipment, access, parking, and supplies.

- Company technology equipment is organized and accounted for, and the third-party IT provider has an effective onsite point of contact.

- Routine company website information remains accurate and current.

- The office operates in an organized, professional, welcoming, and proactive manner.

Compensation

- $50,000-65,000

- Competitive salary based on experience

- Medical, dental, and vision coverage

- 401(k) retirement plan

- Paid time off (PTO)

- Growth potential within a rapidly expanding construction platform.

Schedule

- Monday through Friday, standard daytime hours; 8:00 AM – 5:00 PM. Occasional flexibility may be required.

Job Type

- Full-time position, exempt; averaging 40+ hours per week.

Ability to Commute / Relocate

- Charlotte, NC: Reliable commute or willingness to relocate before start date required.

Work Location

- Onsite | 1710 Camden Rd, Charlotte, NC 28203. Occasional project site visits may occur but are not a regular function of the role.

Work Environment

Office-based environment with a business casual dress code and regular interaction with company leadership, employees, project teams, visitors, vendors, delivery personnel, property management, and outside service providers. Standard office equipment, including computers, phones, printers, scanners, shipping equipment, and document management systems, is used regularly. Occasional visits to an active project site may occur but are not a regular function of the role.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

- Ability to sit and stand for extended periods and move throughout the office regularly.

- Manual dexterity to operate a computer and standard office equipment.

- Ability to occasionally lift, move, or carry office supplies, packages, equipment, or other items up to approximately 25 pounds.

- Valid driver’s license required.

Red Cedar Construction Services, LLC. is an Equal Opportunity Employer.

We do not discriminate based on race, traits historically associated with race, hair texture and protective hairstyles, color, national origin, ancestry, creed, religion, physical and mental disability, genetic information, marital status, sex, gender, gender identity or expression, pregnancy, sexual orientation, age, military or veteran status, or any other basis protected by applicable law.