Office Coordinator - Ypsilanti, MI

Who We Are:

Since 1991 RNA Facilities Management has offered high-quality janitorial services, facility maintenance & engineering, school bus transportation, snow & ice removal, painting, and landscaping services. As a member of the U.S. Green Building Association, RNA takes a holistic approach to cleaning and maintaining facilities. We have been redefining what it means to be clean with our 'RNA Quality Standard.' This unique approach combines efficient and effective cleaning methods that we have honed over three decades, always striving to surpass our client's expectations.

What you'll be doing:

We are seeking a detail-oriented and proactive Office Coordinator to support daily office and field operations. This role provides essential administrative and operational support by managing communications, coordinating scheduling, maintaining accurate records, and ensuring timely completion of office tasks. The Office Coordinator will handle bid documentation, vehicle registrations and tracking, daily bank deposits, and organized filing of reports and paperwork. This position also involves coordinating with management and field staff, responding to customer and internal inquiries, and traveling as needed to job sites, banks, vendors, or customer locations. The ideal candidate demonstrates strong organizational skills, attention to detail, and the ability to manage multiple priorities while supporting smooth day-to-day operations in a fast-paced environment.

This is an in-person position based in Ypsilanti, MI.

Office Coordinator Duties & Responsibilities:

• Provide daily administrative and operational support to ensure efficient office operations
• Conduct periodic walk-throughs of job sites or properties as required
• Maintain and update vehicle tags, registrations, and tracking documentation
• Prepare and process daily bank deposits accurately and on time
• Assist with bid preparation, submission, documentation, and tracking
• Travel as needed to job sites, banks, vendors, or customer locations to support operations
• Organize and maintain accurate files, reports, and office records in compliance with company standards
• Answer and route incoming phone calls and emails; assist customers and staff with inquiries
• Coordinate scheduling, communication, and follow-up between management and field staff
• Ensure accuracy and completeness of paperwork, reports, and data entry
• Support additional administrative and operational tasks as assigned

Office Coordinator Qualifications:

• Previous experience in an administrative or office support role preferred
• Previous experience with AR/AP invoices
• Able to work in a fast-paced environment
• Proficient computer skills
• Proven customer support experience
• Strong attention to detail
• Strong phone contact handling skills and active listening
• Customer service oriented
• Able to adapt/respond to different personalities
• Excellent communication and ability to work under pressure
• Able to multi-task and prioritize/manage time effectively
• High school diploma or equivalent

Office Coordinator Requirements:

• One year working experience in professional office administration.
• High School diploma or GED required; College experience preferred. Working knowledge or experience with multi-line office phone systems, networked printers, and Microsoft office required.
• Experience in a client-facing or customer service role.
• Experience using Microsoft Office, including: Word, Excel, Outlook, Teams, and SharePoint
• Experience with multi-line office phone systems, networked printers
• Excellent organizational skills.
• Excellent professional written and verbal skills.

Physical Considerations:

• Lifting up to 30lbs, as needed
• Walking, standing, and sitting for extended periods of time
• Bending, kneeing, reaching as needed

Benefits:

• Health
• Vision
• Dental
• Life
• 401k

RNA Facilities Management is committed to fostering, cultivating, and preserving a culture of diversity and inclusion. We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Our commitment extends beyond preventing discrimination and harassment; it's about creating an environment where diverse backgrounds and perspectives are valued. We believe in the power of our people, the ideas they bring, and what we can accomplish together.

Consistent with the Americans with Disabilities Act (ADA), all state & federal requirements, it is the policy of RNA Facilities Management to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause undue hardship. RNA Facilities Management also provides reasonable accommodations as required under the Pregnant Workers Fairness Act (PWFA) for limitations related to pregnancy, childbirth, or related medical conditions. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Recruitment Team 813-425-1985.

Monday to Friday, 9:00AM - 5:00PM