Office Coordinator

Summary

This role is responsible for delivering high-quality, technically accurate, and stylistically consistent work products on schedule and within budget. The individual must demonstrate a deep understanding of company standards, including the rationale behind those standards, such as the avoidance of adjectives in technical reports and be able to apply and communicate them effectively to others.

Success in this role requires strong self-management, adherence to timelines, proactive escalation when clarity or resources are lacking, and a commitment to continuous communication and iteration. The individual is expected to manage their own workload, maintain compliance with administrative requirements, and contribute to technical training and client satisfaction.

Essential Duties and Responsibilities

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

We are seeking a highly organized and professional Receptionist & Administrative Assistant to serve as the first point of contact for our company while also providing comprehensive administrative support across departments. This role is ideal for a proactive individual who thrives in a dynamic environment, excels in multitasking, and is committed to delivering exceptional service both at the front desk and behind the scenes.

Reception Duties:

• Greet visitors, clients, and staff in a warm and professional manner.
• Answer, screen, and route incoming calls; take accurate messages.
• Maintain a clean and organized reception and shared spaces.
• Manage incoming/outgoing mail and deliveries.

Administrative Support:

• Provide general administrative assistance to office leadership and staff.
• Manage calendars, schedule meetings, and coordinate conference room bookings.
• Draft, proofread, and format correspondence, reports, and presentations.
• Maintain and update filing systems, databases, and contact lists.
• Assist with ordering office supplies and managing inventory.
• Support the coordination of company events and internal communications.
• Prepare expense reports and assist with basic bookkeeping tasks, if needed.

Job Requirements / Qualifications:

• High school diploma or equivalent required; associate degree or higher preferred.
• 2+ years of experience in an administrative or receptionist role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Professional appearance and demeanor.
• Ability to handle confidential information with discretion.
• Current Covid and Flu Vaccination may be required in order to be considered for the position due to client contract requirements.

EEO Non-Discrimination and ADA Reasonable Accommodation Statement Willdan is an equal opportunity employer. Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Willdan does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.

Willdan Energy Solutions participates in E-Verify.