Office Coordinator

Are you an organized, service-oriented professional who enjoys creating efficient office environments, supporting employees, and building strong relationships with clients, vendors, and business partners? Do you thrive in a fast-paced setting where no two days are the same and where your work directly contributes to the success of the team?

JRMA Architects & Engineers is seeking a full-time, in-office Office Coordinator to support daily operations across our regional offices. This role serves as a key administrative resource, helping ensure our offices operate efficiently while providing exceptional support to employees, clients, consultants, vendors, and visitors.

At JRMA, you’ll join a collaborative, employee-owned (ESOP) firm known for delivering thoughtful, high-quality solutions across Industrial/Manufacturing, Solid Waste/Organics, and Aviation. With our team working across multiple states, JRMA supports flexible scheduling, and a culture grounded in collaboration, accountability, integrity, and continuous improvement.

This role blends office administration, client and vendor coordination, facilities support, and operational organization. You'll play an important role in maintaining a professional office environment, supporting regional office operations, coordinating administrative activities, and helping teams stay focused on serving our clients and communities.

JRMA offers a competitive compensation package, 401(k), bonus program, flexible scheduling, comprehensive health benefits (medical, dental, and vision), paid time off, support for licenses, professional memberships, and continued education supporting both your professional growth and overall well-being.

As an Office Coordinator, you will…

Support Daily Office Operations

• Serve as the first point of contact for visitors, clients, consultants, vendors, and employees.
• Manage front desk operations, incoming calls, mail, deliveries, and general office communications.
• Coordinate conference room scheduling, meeting logistics, and office resource management.
• Maintain organized filing systems, records, and administrative documentation.
• Support travel arrangements, including flights, hotels, rental vehicles, and related logistics.
• Help ensure offices remain organized, professional, and operational.

Coordinate Regional Office Administration

• Support administrative and operational needs across multiple regional office locations.
• Assist with office procedures, communications, and consistency across offices.
• Coordinate office supply inventories and vendor services for multiple locations.
• Partner with managers and department leaders to address office and administrative needs.
• Assist with facility-related requests, maintenance coordination, and workplace support.

Build Strong Client and Vendor Relationships

• Serve as a professional and responsive point of contact for clients, consultants, vendors, and service providers.
• Coordinate vendor communications and maintain vendor records and documentation.
• Assist with Certificates of Insurance (COIs), W-9 collection, and compliance-related administrative requirements.
• Support consultant and vendor payment processing workflows.
• Help ensure timely follow-up and resolution of administrative requests.

Provide Administrative and Financial Support

• Assist with invoice processing, expense documentation, and administrative accounting functions.
• Support payment processing, deposits, and recordkeeping activities.
• Maintain supporting documentation and administrative reports.
• Assist project teams with printing, binding, plotting, and document preparation.
• Support company records, licenses, registrations, and other administrative requirements.

Coordinate Meetings, Events, and Employee Engagement Activities

• Coordinate internal meetings, training sessions, and office events.
• Assist with employee recognition activities, celebrations, and team-building initiatives.
• Support office communications and company-wide administrative programs.
• Help foster a welcoming and positive employee experience.

The Must Haves (Required)

• High school diploma or equivalent required.
• 3+ years of office administration, office coordination, administrative support, or office management experience.
• 3+ years of client and vendor relationship management experience.
• Experience supporting multiple departments, teams, or office locations.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Demonstrated ability to handle confidential and sensitive information with professionalism.
• Strong problem-solving skills and a proactive approach to support business operations.
• Ability to work full-time in an office environment.
• 3+ years of experience using Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• 3+ years of experience operating and coordinating standard office equipment, including printers, copiers, scanners, postage systems, and conference room technology.
• Experience managing electronic files, records, and administrative systems.
• Strong data entry and document management skills.

The Like-to-Haves (Not Required)

• Accounts Payable experience, including invoice review, invoice processing, payment processing, and vendor account maintenance.
• Experience using accounting, project management, or ERP software such as Ajera/Deltek, or similar platforms.
• Experience coordinating company events, employee programs, meetings, or office celebrations.
• Experience supporting Architecture, Engineering, Construction (AEC), or professional services firms.
• Experience working with Certificates of Insurance (COIs), consultant compliance documentation, and vendor onboarding processes.
• Multi-office or regional office support experience.

Why Join JRMA

• Employee ownership (ESOP) with long-term growth opportunity.
• Flexible scheduling.
• Support for professional development, licensure, and certifications.
• Collaborative culture with strong cross-functional teamwork.
• Opportunity to shape projects and influence firm direction.

Compensation & Benefits

• Pay range: $24 - $28 an hour based on experience.
• Bonus eligibility: Performance-based.
• Benefits include medical, dental, vision, 401(k), and paid time off.
• Additional support for licenses, professional memberships, and continued education.

Additional Information
JRMA is committed to building a diverse and inclusive workplace. We encourage candidates to apply even if they do not meet every qualification listed.