Office Coordinator at Exterior Medics in Springfield, VA

Join an Award Winning Construction Company as an Office Coordinator

At Exterior Medics, we're proud to be named a Top Places to Work employer, reflecting our commitment to strong leadership, professional growth, and creating an environment where employees can thrive.

Why You'll Love This Role

As our Office Coordinator, you'll be the heartbeat of our office. You'll create exceptional first impressions for customers and visitors while helping keep our day to day operations running smoothly behind the scenes.

This role is ideal for someone who enjoys variety, thrives in a fast paced environment, and takes pride in being the person others rely on. You'll help manage our lead pipeline, create exceptional customer experiences, and keep our office running smoothly. No two days are exactly the same.

If you're highly organized, naturally service oriented, and enjoy bringing order to busy environments, you'll fit right in.

What You'll Do

Customer Experience

• Serve as the first point of contact by answering incoming calls, greeting visitors, and responding to office communications.
• Create an exceptional first impression by delivering friendly, professional customer service.
• Own the daily management of company leads, including inbound and outbound lead activity across multiple channels.
• Qualify leads, gather project information, and ensure all customer records are complete and accurately maintained in Salesforce.
• Assign, route, and monitor leads to ensure timely follow up and a seamless customer experience.
• Conduct outbound follow up with prospective customers to answer questions, schedule appointments, reengage opportunities, and support lead conversion efforts.
• Partner closely with the Sales to ensure no opportunities are missed and service expectations are met.
• Gather customer feedback and communicate opportunities for continuous improvement.

Office Operations

• Maintain a clean, organized, and welcoming office environment.
• Manage office supply inventory, mail, deliveries, and workplace resources.
• Coordinate facility maintenance requests and vendor services.
• Partner closely with the Warehouse Manager to support office operations and workplace functionality.
• Coordinate meeting logistics, company events, and employee activities.

Administrative & Technology Support

• Set up laptops, phones, monitors, and other equipment for employees.
• Coordinate onboarding and offboarding logistics to ensure employees have the tools and workspace needed for success.
• Provide Tier 1 technology support and coordinate with IT as needed.
• Maintain inventory of company technology and office equipment.
• Perform general administrative support including document management, filing, scanning, printing, and meeting preparation.
• Support cross functional operational projects across the organization

What You Bring

• High School Diploma or equivalent required. Associate's or Bachelor's degree preferred.
• Two to four years of experience in office administration, customer service, administrative support, or a similar role.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams).
• Experience working with CRM systems, preferably Salesforce.
• Experience coordinating office operations, vendors, and workplace services.

Skills That Set You Apart

• Exceptional customer service skills and a genuine desire to help others.
• Outstanding organization and attention to detail.
• Ability to manage multiple priorities in a fast paced environment.
• Strong communication and relationship building skills.
• Comfortable learning new technology and cloud based systems.
• Self motivated with the ability to work independently while supporting a collaborative team.
• Professional, positive, and adaptable.
• Fluent in English, both written and verbal.
• Bilingual in Spanish is a plus.

Physical Requirements

• Ability to lift up to 15 pounds without assistance.
• Comfortable working in an office environment for extended periods while sitting, standing, walking, and using computer equipment throughout the day.
• Ability to use hands and fingers for typing, handling office equipment, and moving small objects.

What We Offer

• Competitive compensation and comprehensive benefits.
• 401(k) with company matching and access to a financial advisor.
• Healthcare options for you and your dependents.
• Paid parental leave for both mothers and fathers.
• Tuition reimbursement to support your professional growth and development.
• Vision, dental, life insurance, paid time off, and holidays.
• Pro rated gym membership and company provided electronics.
• A strong, values driven culture with regular team events, celebrations, and opportunities to grow your career.

What Sets Us Apart

Exterior Medics is more than a construction company. We’re a team built on shared values of integrity, respect, enthusiasm, drive, hard work, and positivity, and we bring those values to every customer interaction, every project, and every decision we make.

For more than 18 years, we’ve delivered high quality exterior construction solutions across the region by combining craftsmanship, technology, and exceptional customer service. Our co founders remain actively involved in daily operations, fostering a culture of accountability, teamwork, and continuous improvement.

Here, every interaction matters. Every detail matters. And how you show up every day matters.

If you're someone who enjoys creating great experiences, keeping operations running smoothly, and being the person people can count on, we'd love to meet you.

Apply today and become an important part of the team that keeps Exterior Medics running every day.