Office Coordinator

The Office Coordinator serves as the first point of contact for visitors, clients, and employees while providing comprehensive administrative support to ensure the efficient operation of the office. This role requires exceptional organizational skills, professionalism, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. 

The ideal candidate is proactive, resourceful, and service-oriented, with strong communication skills and the ability to maintain confidentiality. In addition to traditional reception and administrative responsibilities, this position supports company operations through reporting, office coordination, and administrative process improvements.

Essential Duties and Responsibilities

Reception & Front Office Management

• Serve as the first point of contact by greeting visitors, clients, vendors, and employees in a professional and welcoming manner. 
• Answer, screen, and route incoming telephone calls promptly and professionally. 
• Receive and distribute incoming mail, packages, and deliveries. 
• Coordinate outgoing shipments and courier services. 
• Maintain a clean, organized, and professional reception area and conference rooms. 
• Manage visitor sign-in procedures and office security protocols. 
• Ensure conference rooms are prepared for meetings and client visits.

Administrative Support

• Provide administrative support to leadership and staff across multiple departments. 
• Manage calendars, schedule meetings, and coordinate conference room reservations. 
• Prepare, proofread, format, and distribute correspondence, reports, presentations, and other business documents. 
• Maintain electronic and physical filing systems to ensure accurate recordkeeping. 
• Assist with document preparation, scanning, copying, and data entry.
• Coordinate travel arrangements and prepare travel itineraries as needed. 
• Process expense reports and assist with expense reconciliation. 
• Support onboarding activities for new employees, including workspace preparation and administrative paperwork.
• Assist with employee offboarding administrative tasks. 
• Maintain company contact lists and organizational directories. 
• Coordinate office maintenance requests and vendor appointments. 
• Order, receive, and maintain office supplies, kitchen supplies, and other inventory. 
• Assist with company meetings, employee events, and other internal activities. 
• Support internal communications and administrative initiatives. 

Reporting & Operational Support

• Prepare and distribute weekly timesheet compliance reports. 
• Prepare weekly reports identifying sales hours charged to overhead accounts. 
• Generate weekly utilization reports to monitor employee utilization goals. 
• Produce weekly project time approval reports. 
• Produce weekly supervisor timesheet approval reports. 
• Prepare weekly sales performance reports tracking progress toward company targets. 
• Generate weekly Principal-in-Charge (PIC) pipeline reports. 
• Assist with collecting, organizing, and maintaining operational data for leadership reporting. 
• Identify reporting discrepancies and communicate issues to appropriate managers. 
• Support continuous improvement of administrative processes and reporting accuracy. 

General Office Responsibilities 

• Maintain confidentiality of sensitive company and employee information. 
• Ensure office equipment is operational and coordinate service when needed. 
• Assist with special projects and other administrative duties as assigned. 
• Foster a professional, positive, and collaborative office environment.
• Demonstrate flexibility by supporting changing business needs and priorities.

Job Requirements / Qualifications:

• Bachelor's degree in Business, Accounting, or related discipline required; equivalent experience considered.
• 4+ years of professional experience in analyst or administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Professional appearance and demeanor.
• Ability to manage confidential information with a high level of discretion.
• Current Covid and Flu Vaccination may be required in order to be considered for the position due to client contract requirements.

EEO Non-Discrimination and ADA Reasonable Accommodation Statement
Willdan is an equal opportunity employer. Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Willdan does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.

Willdan Energy Solutions participates in E-Verify.