Administrative Coordinator

Overview

Crystal Clean Dry Ice Blasting is hiring an organized, proactive Administrative Coordinator to keep leads, estimates, schedules, job preparation, customer communication, and project records moving accurately. This role is the communication hub between customers, ownership, sales, vendors, and field supervisors. Candidates must be based in New York's Capital Region (Albany, Schenectady, Troy, Saratoga, and surrounding areas) to be considered for this role. Duties Answer incoming calls and emails professionally, identify the purpose and urgency, and route matters appropriately. Guide prospective customers through the company discovery form and collect complete contact, location, scope, contamination, surface, access, schedule, and decision-making information. Request and organize photographs, videos, drawings, specifications, safety documents, vendor forms, and other materials needed to qualify and price a project. Enter and maintain accurate companies, contacts, deals, notes, tasks, and follow-up dates in HubSpot CRM. Send complete lead information to ownership for qualification; schedule follow-up calls, site visits, and demos. Convert approved scope and pricing information into professional estimates in QuickBooks using company-approved wording and pricing. Monitor estimate status, customer approvals, deposits, purchase orders, contracts, certificates of insurance, vendor portals, and invoicing requirements. Transfer approved project information into the job prep list without losing details or introducing assumptions. Coordinate crew dates, customer access, travel, lodging, dry ice, blasting media, compressor or lift rentals, delivery windows, and required equipment with ownership and the field supervisor. Prepare and distribute job folders, contact lists, scope documents, purchase orders, maps, site rules, and safety or onboarding requirements. Collect daily field updates, time sheets, receipts, photos, production information, change-work documentation, and closeout records. Maintain organized digital files, calendars, forms, templates, and task lists; identify missing information before it causes a delay. Follow up courteously with customers, vendors, employees, and subcontractors while escalating urgent or sensitive matters promptly. Skills At least 2 years of administrative, office-coordination, operations-support, project-coordination, or customer-service experience. Exceptional organization, attention to detail, written communication, and follow-through. Ability to manage deadlines and multiple active projects without overcomplicating simple processes. Confidence asking customers and coworkers for missing information and confirming details in writing. Professional phone presence and the ability to communicate with industrial customers, field employees, vendors, and executives. Working knowledge of email, shared calendars, Word or Google Docs, Excel or Google Sheets, and digital file organization. Experience with QuickBooks and HubSpot is strongly preferred; comparable CRM, estimating, or accounting software experience is valuable. Ability to protect confidential customer, employee, pricing, and company information. Pay: $25.00 - $30.00 per hour Expected hours: No less than 20.0 per week Benefits 401(k) Flexible schedule Paid time off Work Location: Remote