Office Coordinator

Overview

We are seeking a highly organized and proactive Office Coordinator to support daily operations, enhance client experience, and keep our office and showroom running smoothly. This role is ideal for someone who enjoys multitasking, communicating with clients, and maintaining a polished, welcoming environment.

Duties

Client Communication & Scheduling

• Answer incoming phone calls and manage client scheduling
• Communicate with clients via phone, email, and text
• Set up and manage automated messages and follow-ups

Office & Showroom Management

• Prepare the office and showroom for client visits (cleanliness, organization, refreshments, and displays)
• Greet visitors, collect contact information, and escort them to meeting spaces as needed
• Maintain a professional, welcoming environment at all times

Administrative Support

• Prepare sales folders and update marketing and sales literature
• Manage and organize important documents, including files and passwords
• Track office-related payments and assist with post-installation client check-ins
• Help document and maintain internal processes

Supplies & Errands

• Monitor, manage, and purchase office supplies (kitchenette, bathroom, and general office needs)
• Run occasional errands to support job sites or team needs

Marketing & Client Experience Support

• Respond to and solicit client reviews, including coordinating incentives (e.g., gift cards)
• Assist with marketing-related tasks (review outreach, mailers, emails, etc.) if needed

Team Support

• Assist with onboarding new employees
• Provide general administrative support to the team as needed
• Take on additional responsibilities as they arise

Qualifications

• Strong organizational and multitasking skills
• Excellent verbal and written communication
• Customer-service mindset with a friendly, professional demeanor
• Ability to work independently and take initiative
• Proficiency with basic office tools (email, scheduling software, document management)

Preferred (but not required)

• Experience in an office, administrative, or customer-facing role
• Familiarity with CRM systems or scheduling tools

Pay: From $35,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Experience:

• Office : 1 year (Preferred)

Ability to Commute:

• Shorewood, IL 60404 (Required)

Work Location: In person