Gramophone, a leading provider of emerging technologies, is seeking an Administrative Coordinator to join our growing Design and Build and Electrical Departments.

In this role, you’ll be the first voice our clients hear, the steady hand behind project logistics, and the go to for clear, accurate documentation. If you love a fast pace, have excellent phone etiquette, and are proficient in Excel and Microsoft, this is for you.

• Be the front line for inbound calls: greet, triage, and route with exceptional professionalism; capture detailed call notes.
• Own the team calendar: schedule consultations, site visits, installations, and internal checkpoints; send confirmations and reminders.
• Create and maintain project folders, proposals, change orders, and closeout documents; ensure version control.
• Build and maintain Excel trackers (budgets, POs, inventory on order, delivery/ETA lists, punch lists).
• Coordinate with vendors and subcontractors: request quotes, place/track POs, monitor shipping, escalate delays.
• Prepare client-facing communications: follow-ups, status updates, and meeting recaps with action items.

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EXPERIENCE & QUALIFICATIONS:

• 2+ years in an administrative/coordinator or customer service role (design/build, construction, or AV/integration a plus).
• Outstanding phone etiquette and client service mindset; calm, clear, and professional communication.
• Strong Microsoft skills
• High attention to detail, strong follow-through, and comfort juggling multiple deadlines.

WHO ARE WE:

Gramophone helps homeowners realize beautiful possibilities, seamlessly integrating technology into the home. We offer a fun and healthy work environment, competitive pay, a full benefits package including health insurance, 401k match, and plenty of room for continued growth and advancement. Maintaining a great culture and happy customers are our top priorities, and we’re looking for positive, professional, results-driven individuals to join our incredible team.
Job Type: Full-time
Pay: $24.00 - $26.00 per hour
Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Experience:

• Administrative: 2 years (Required)

Ability to Commute:

• Timonium, MD 21093 (Required)

Work Location: In perso

• Be the front line for inbound calls: greet, triage, and route with exceptional professionalism; capture detailed call notes.
• Own the team calendar: schedule consultations, site visits, installations, and internal checkpoints; send confirmations and reminders.
• Create and maintain project folders, proposals, change orders, and closeout documents; ensure version control.
• Build and maintain Excel trackers (budgets, POs, inventory on order, delivery/ETA lists, punch lists).
• Coordinate with vendors and subcontractors: request quotes, place/track POs, monitor shipping, escalate delays.
• Prepare client-facing communications: follow-ups, status updates, and meeting recaps with action items