Administrative Coordinator

About Function EnterprisesFunction Enterprises Inc. is a commercial construction company established in 1983, specializing in commercial roofing, waste management, and trucking services. With approximately 95 employees, we are a growing, family-owned company working to modernize our systems and processes while maintaining the craftsmanship and attention to detail that have defined us for more than 40 years.Our core values are Endless Pursuit, Grit, Ownership, and Good to the Core.We are looking for a highly organized, dependable, and proactive Administrative Coordinator who wants to become an important part of our company as we continue to grow.About the RoleThis is a hands-on administrative position. Initially, the Administrative Coordinator will personally manage the day-to-day responsibilities of the role rather than simply overseeing or delegating them.We need someone who is comfortable getting into the details, learning how our business operates, figuring out how things work, identifying where we can improve, and taking ownership of getting things done.This position will touch several areas of the business, including payroll, HR administration, accounting support, vendor compliance, office administration, and general operational support.As the company continues to grow, we anticipate adding additional administrative or receptionist support. The person in this position will then have the opportunity to help develop processes, document procedures, train support staff, and transition appropriate routine tasks while continuing to own higher-level administrative responsibilities.The progression we envision is:Do the work ? Learn the business ? Improve the process ? Document it ? Train others ? Take on greater responsibility.ResponsibilitiesManage day-to-day administrative and office functions and provide support to company leadership and departments.Manage the company's payroll process, including reviewing employee time, entering and verifying payroll information, processing payroll, maintaining payroll records, and resolving payroll-related discrepancies.Coordinate with supervisors and employees to ensure timecards, PTO, deductions, and other payroll information are accurate and submitted on time.Manage HR administrative functions, including employee records, onboarding and offboarding documentation, benefits administration, and employee paperwork.Handle basic invoice processing, including entering, tracking, and organizing vendor and customer invoices.Assist with accounts receivable and other accounting-related administrative responsibilities as needed.Track and maintain current vendor and subcontractor Certificates of Insurance (COIs) and W-9s, including following up on missing or expired documentation.Maintain accurate and organized electronic and physical records.Work within Viewpoint/Vista, Microsoft 365, Teams, and other company systems.Assist with telephone and front-office coverage when necessary.Prepare correspondence, forms, reports, spreadsheets, and other company documentation.Coordinate administrative needs across departments and company leadership.Follow up on outstanding items and help ensure administrative tasks do not fall through the cracks.Identify inefficient or outdated administrative processes and help develop better ways of doing things.Create and maintain written procedures so recurring administrative functions are organized, consistent, and trainable.As the company grows, help train and support additional administrative personnel and transition appropriate routine responsibilities to them.Take on additional responsibilities as the company and position continue to evolve.Who We're Looking ForWe aren't looking for someone who simply wants to manage administrative work. We need someone who is willing to do the work first, understand it, and then make it better.The right person will be organized without needing constant direction, comfortable managing multiple priorities, willing to ask questions when necessary, and capable of following something through to completion.You should be comfortable moving between very different responsibilities throughout the day. One moment may involve payroll or an employee question, the next a vendor document, an invoice, a phone call, or something that needs to be handled for company leadership.This position is particularly well suited for someone who has outgrown a traditional Administrative Assistant role and is looking for an opportunity to take ownership, build systems, and grow into greater responsibility.Qualifications3+ years of experience in administration, office management, payroll, HR, accounting support, or a similar role.Experience processing payroll or working with payroll/timekeeping systems is strongly preferred.Strong organizational skills and exceptional attention to detail.Ability to handle confidential employee, payroll, and company information appropriately.Strong written and verbal communication skills.Comfortable working with technology and learning new software and systems.Proficiency with Microsoft Office/Microsoft 365.Ability to manage multiple responsibilities and changing priorities without losing track of details.Self-motivated, dependable, and willing to take ownership of responsibilities from start to finish.Experience with Viewpoint/Vista is a plus.Experience in construction, the trades, or another field-based business is a plus.What Matters to UsExperience is important, but character, work ethic, honesty, ownership, and the ability to learn matter just as much to us.We are a long-established company in the middle of an exciting period of growth and modernization. Not every process is perfect, and not everything comes neatly packaged with instructions. We want someone who sees that as an opportunity rather than a frustration.Our ideal candidate is someone who can walk into an existing process, learn it, take responsibility for it, and eventually say, "There is a better way to do this."Why Join Function Enterprises?Our passion is taking great care at every step and providing superior craftsmanship. We have ambitious plans for the future, including expanding to multiple locations and substantially growing the company over the next decade.This role offers the opportunity to work closely with company leadership, learn multiple areas of the business, influence how our administrative systems are built, and grow as the company grows.We are looking for someone who wants to help us build what comes next—not simply fill a seat.Location: Springfield, VirginiaSchedule: Full-Time, In-PersonInterested candidates should apply through LinkedIn with a resume outlining their relevant administrative, payroll, HR, accounting support, or operations experience.