Administrative Coordinator

About the Role

Copperstate Truss is seeking a dependable, organized, and personable Administrative Coordinator to support daily business operations, customer communications, and project intake processes. This role serves as a first point of contact for customers, prospective customers, and business partners, ensuring new projects are accurately documented, organized, and routed. This is an entry-level opportunity with potential for expanded responsibilities.

Key Responsibilities

Customer Communication & Administrative Support

• Answer and direct incoming calls to the company's main phone line.
• Monitor and respond to general company emails, website inquiries, and other incoming communications.
• Activate and monitor the website's live chat feature during business hours.
• Make outbound calls to customers, prospective customers, and business partners.
• Provide general administrative support: data entry, document preparation, scanning, and electronic filing.
• Maintain accurate, organized records and electronic documentation.

Project Intake & Documentation

• Coordinate the administrative intake process for new projects and bid requests.
• Receive and review incoming project plans and supporting documentation for completeness.
• Follow up with customers or internal team members to obtain missing information or required documents.
• Enter new project information into the company's digital job log and applicable forms.
• Create and maintain electronic project folders using established file structures and naming conventions.
• Organize and save project documentation for accessibility and proper routing.
• Distribute new project information to appropriate internal team members.
• Monitor outstanding intake items and follow up to prevent delays.

Sales & Operational Support

• Assist the sales team with obtaining electronic signatures and following up on outstanding documentation.
• Process purchase orders accurately.
• Support communication and coordination between sales, administrative, and operational personnel.
• Identify opportunities to improve administrative processes, documentation, and communication.
• Perform other related administrative and operational duties as assigned.

Qualifications

Minimum Qualifications

• Ability to communicate clearly and professionally, both verbally and in writing.
• Basic computer proficiency and familiarity with Microsoft Office applications, including Outlook, Word, and Excel.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks, follow established procedures, and meet deadlines.
• Comfortable handling inbound and outbound telephone communications.
• Ability to work independently while contributing to a team.
• Dependable attendance and ability to work the assigned on-site schedule.

Preferred Qualifications

• High school diploma or equivalent.
• Previous administrative, office, customer service, or related experience.
• Experience with electronic filing, data entry, document management, or purchase order processing.

Training will be provided on company-specific systems and procedures.

Work Environment & Schedule

• Employment Type: Full-Time, On-Site
• Location: Buckeye, Arizona
• Schedule: Monday–Friday, 6:30 AM–3:00 PM
• Involves regular use of computers, telephone systems, electronic records, and office equipment.

Growth Opportunity

• Potential for expanded responsibilities, including dispatch coordination, as the employee develops proficiency.