Office Coordinator

The office is open from 10am -4pm Monday - Friday.

The Office Coordinator is the reliable hub of our office — making sure every call, walk-in, lead, and piece of paperwork is handled so the General Manager can be out measuring, quoting, and serving customers without the business missing a beat. This is an administrative and coordination role, not a sales role. We are hiring for organization, dependability, and warmth with customers.

Key Responsibilities

Front desk & customer intake

• Answer all incoming calls promptly and warmly; return missed calls the same day.
• Greet and assist showroom walk-ins; make sure no visitor leaves without a next step.
• Capture complete lead information in our system — contact, project type, timeline, and source.
• Schedule measurement and quote appointments on the GM's calendar.
• Confirm all customer appointments the day before.

Job & workflow coordination

• Open and maintain job files; keep each job's paperwork current at every stage.
• Coordinate scheduling between customers, installation crews, and the warehouse manager.
• Send day-before install confirmations to customers.
• Ensure signed contracts, completion forms, and deposits are collected and filed.

Financial administration (processing & flagging — not approval)

• Process customer deposits and payments; generate and send invoices, same-day on completed jobs.
• Run basic accounts-receivable follow-up; send reminders and flag overdue accounts to the GM.
• Match supplier invoices to purchase orders and flag any discrepancies.
• Maintain organized records for the bookkeeper / accountant.

Office operations

• Order and maintain office and showroom supplies.
• Keep the showroom presentable and samples organized; manage mail, email, and filing.

Customer experience

• Send review requests to customers after job completion.
• Field and route customer questions and complaints to the GM; keep customers informed on timing.

What We're Looking For

• Exceptional organization and follow-through — nothing falls through the cracks.
• Warm, professional phone manner and comfort with walk-in customers.
• Strong attention to detail, especially with paperwork and deadlines.
• Comfort learning and working in business software (training provided).
• Dependable, steady, and self-directed — the calm, reliable presence at the office.
• Flooring or construction-office experience is a plus, but not required for the right organized candidate.

What Success Looks Like (First 90 Days)

• Calls and walk-ins answered or returned same day; every lead logged completely and accurately.
• Customer appointments confirmed in advance; few or no missed-appointment surprises.
• Invoices sent same-day on completed jobs; overdue accounts surfaced early to the GM.

This role grows with us: as our sales team expands, the Office Coordinator becomes the operational hub supporting a growing sales function — not just an assistant. We're looking for someone who wants to grow with the business.

Pay: From $3,350.00 per month

Work Location: In person