Office Coordinator

Summary

The Office Coordinator owns the customer journey from first inquiry through invoicing, supports basic bookkeeping, and keeps day-to-day office operations running smoothly. This is a broad, hands-on role blending sales support, customer communication, front-desk reception, revenue tracking, and light administrative work. It suits someone highly organized and self-directed who is comfortable switching between client-facing, technical, and administrative work.

Key Responsibilities

Customer Relations & Front Desk

• Greet customers on arrival and manage the check-in process

• Respond to all customer and wholesale inquiries across channels, including the company's Google Voice line, email, and Facebook / Instagram messages

• Conduct timely follow-ups with prospective and existing customers to move leads forward and maintain relationships

Sales Support & Lead Management

• Enter and maintain all leads in the CRM (GoHighLevel)

• Track lead-source acquisition and reporting through a dedicated spreadsheet

• Prepare and provide estimates and quotes for retail and wholesale work

• Schedule appointments, jobs, and personnel as needed

Billing, Bookkeeping & Revenue Tracking

• Generate and send invoices for completed retail and wholesale work

Administration

• Provide occasional administrative and HR support as needed

• Maintain a clean, tidy, and organized office and reception area

• Maintain and update the company website (Squarespace), including content, images, and page edits

Qualifications

Required

• Experience with CRM systems (GoHighLevel a plus) and comfort managing data in spreadsheets

• Strong written and in-person communication and customer-service skills

• Highly organized with the ability to manage multiple responsibilities independently

Preferred (Nice to Have)

• Basic bookkeeping or accounts payable experience; familiarity with QuickBooks

• Experience with Google Workspace administration

• Familiarity with Squarespace or similar website platforms