Office Coordinator

Company: Bucks County Electric Works (BCEW)

Position: Office Coordinator

Compensation: $20-$25 per hour

Employment Type: Full-Time / Non- Exempt (Hourly)

Reports To: Operations / Executive Leadership

Work Location: This role is on-site at 260 Knowles Ave STE 224, Southampton, PA 18966.  This is a 100% in-office role.

Relocation: No

Bucks County Electric Works (BCEW) seeks an organized, proactive, detail-driven Office Coordinator to serve as the operational backbone of our office. In this role, you will manage day-to-day administrative functions, support core financial workflows (including accounts payable and basic accounts receivable), and coordinate project management documentation to keep initiatives on schedule and on budget.

As BCEW continues to grow, this position offers high visibility and substantial room for career growth. We need a flexible problem solver who takes ownership of their work, stays adaptable as operational needs evolve, and is eager to take on increasing responsibility over time.

Financial Administration & Accounting Support

• Review, code, and process vendor invoices and check requests accurately within accounts payable workflows.
• Reconcile vendor statements and resolve billing discrepancies or payment inquiries in a professional, timely manner.
• Assist with accounts receivable functions, including basic invoice preparation, tracking incoming payments, and monitoring aging accounts.
• Maintain organized digital and physical financial records, vendor files, and tax documentation (e.g., W-9s).
• Coordinate expense reporting and support credit card reconciliation.

Project Management & Operational Coordination

• Prepare, track, and archive key project documentation, including contracts, proposals, change orders, purchase orders, and project submittals.
• Interface with internal project leads, clients, subcontractors, and vendors to ensure project paperwork meets compliance standards and deadlines.
• Track project deliverables, milestones, and status logs; flag missing documentation or upcoming administrative deadlines.
• Assist in organizing project kickoff and review meetings, including agenda distribution, meeting notes, and follow-up item tracking.

General Office Management & Administrative Support

• Maintain daily office operations, inventory, and supply ordering to ensure a functional, organized work environment.
• Serve as a primary point of contact for mail distribution, phone inquiries, incoming deliveries, and visitor intake.
• Manage calendars, coordinate internal/external meetings, and assist with occasional travel logistics.
• Support leadership with ad-hoc reporting, operational workflows, and special initiatives as BCEW expands.

Qualifications

• Experience: 2+ years of administrative, office coordination, or operational support experience. Prior exposure to basic bookkeeping/accounting (AP/AR) and project coordination is strongly preferred.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) or Google Workspace.
• Familiarity with accounting platforms (e.g., QuickBooks, Sage, or similar ERP systems) is a strong plus.
• Experience with project tracking tools or document management systems is advantageous.
• Core Competencies:
• High attention to detail with strong organizational and document-handling skills.
• Numerical accuracy and comfort handling financial data and invoices.
• Strong verbal and written communication skills across internal teams, external partners, and clients.
• Adaptability: A growth mindset and willingness to learn new systems and absorb expanded duties as BCEW scales.

Additional Eligibility Requirement

·         Must be legally authorized to work in the United States without sponsorship.

·         Any offer of employment is contingent upon the successful completion of a post-offer background investigation, pre-employment drug screen, and job-related credit check in accordance with applicable federal, state, and local laws.

Because our people are our greatest assets, we also offer competitive benefits that include:

·         Health and Dental Insurance after 90-day period

·         Paid Holidays

·         SIMPLE retirement account

Is relocation for this position offered: No