Office Administrator

Since 1971, CFM Company has been delivering high-performance HVAC and sheet metal solutions across Colorado and Eastern Wyoming. We represent top-tier manufacturers and support our customers through every stage—from system design and selection to logistics, installation, and beyond. Our team is built on relationships, driven by service, and committed to doing the job right.

If you're ready for what's next, we’re excited you found us. At CFM, you’ll be part of a company that combines deep local roots with the backing of a national network—giving you the tools to grow, the freedom to take on new challenges, and the chance to make a lasting impact in the communities we serve. We review every application carefully and appreciate your interest in growing your career with our team.

The Opportunity

We're looking for an organized, dependable, and service-oriented Office Administrator to help keep our Denver office running smoothly.

This position serves as the first point of contact for employees, customers, manufacturers, vendors, and visitors while supporting the administrative and operational needs of the business.

Beyond traditional reception responsibilities, the Office Administrator coordinates business travel, manufacturer visits, company calendars, meetings, catered events, office supplies, and general workplace operations. The role also provides clerical support to internal departments, including Accounting and Credit.

The ideal candidate enjoys helping others, takes ownership of responsibilities, pays attention to the details, and can balance multiple priorities while maintaining a professional and welcoming office environment.

This position also offers the opportunity to grow. As you learn CFM's business and demonstrate readiness for additional responsibilities, there is potential to expand into broader office operations and develop toward an Office Manager role over time.

Key Responsibilities

Front Desk & Office Administration

• Serve as the primary point of contact for incoming calls, employees, customers, manufacturers, vendors, and office visitors.

• Answer, screen, and direct calls to the appropriate employees or departments; review voicemail each morning and promptly distribute messages.

• Welcome visitors, determine their needs, and direct them to the appropriate employees or meeting locations.

• Manage incoming and outgoing mail, packages, and deliveries, ensuring timely distribution and processing.

• Prepare routine correspondence and provide general clerical support, including filing, copying, scanning, faxing, and mailing.

• Maintain organized electronic and physical filing systems, employee phone lists, and Outlook contacts.

• Order, stock, and maintain office and kitchen supplies, including copier paper, coffee, and other shared workplace necessities.

• Keep reception areas, conference rooms, kitchens, and shared office spaces organized, stocked, and ready for daily use.

• Coordinate office equipment maintenance, service requests, and other routine workplace needs.

Travel, Meetings & Event Coordination

• Coordinate business travel arrangements, including flights, hotels, ground transportation, and travel itineraries.

• Organize manufacturer and business partner visits, including scheduling, internal communications, meeting arrangements, and related logistics.

• Manage the company calendar and conference room reservations for meetings, manufacturer visits, lunch-and-learns, and company events.

• Coordinate catering for manufacturer presentations, team luncheons, meetings, and other office events.

• Confirm meeting logistics, attendee counts, dietary needs, delivery arrangements, and room readiness.

• Communicate scheduling updates, resolve calendar conflicts, and help ensure meetings and visits run smoothly.

Accounting & Credit Support

• Provide general administrative assistance to the Accounting and Credit teams as needed.

• Review incoming accounts payable emails and organize invoices into the appropriate shared folders.

• Assist with preparing checks and related correspondence for mailing.

• Maintain accuracy, organization, and confidentiality when handling financial documents.

General Office Support

• Work collaboratively with employees and leadership across departments to support daily office needs.

• Handle confidential employee, customer, vendor, and company information with discretion and professionalism.

• Identify routine office needs, communicate issues, and follow through on assigned responsibilities.

• Assist with additional administrative and operational responsibilities as business needs evolve.

Required Qualifications

• Previous experience in office administration, reception, administrative coordination, or a related office support position.

• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint, with the ability to prepare documents, maintain spreadsheets, manage calendars, and assist with presentations.

• Experience managing schedules, coordinating meetings, maintaining records, and supporting daily office operations.

• Strong written and verbal communication skills, with the ability to interact professionally with employees, customers, vendors, manufacturers, and visitors.

• Strong organizational and time management skills, with the ability to manage multiple responsibilities, meet deadlines, and adjust to changing priorities.

• Ability to follow written and verbal instructions and complete clerical tasks accurately.

• Ability to perform basic accounting support tasks, including invoice routing, document organization, and check preparation.

• Ability to handle confidential and sensitive information with professionalism and discretion.

• Active notary commission or willingness to obtain one.

Preferred Qualifications

• Experience coordinating business travel, including flights, hotels, transportation, and itineraries.

• Experience organizing company meetings, catered events, customer visits, or manufacturer/vendor meetings.

• Experience managing shared company calendars, conference room reservations, and scheduling across multiple departments.

• Experience coordinating office vendors, equipment maintenance, facilities requests, or workplace services.

• Experience preparing, formatting, or editing PowerPoint presentations.

• Previous experience supporting leadership or multiple departments in an office environment.

• Experience in an Office Administrator, Office Coordinator, Executive Assistant, or similar administrative position with responsibilities beyond traditional reception.

Core Competencies

• Customer Service: Creates a welcoming and professional experience for employees, customers, vendors, manufacturers, and visitors. Responds promptly and courteously to questions and requests.

• Organization & Prioritization: Manages competing responsibilities, schedules, and deadlines while maintaining accuracy and attention to detail.

• Initiative & Ownership: Takes responsibility for assigned duties, anticipates office needs, and follows through on commitments with minimal oversight.

• Professionalism & Confidentiality: Communicates respectfully, demonstrates sound judgment, and handles sensitive information with discretion.

• Adaptability & Problem-Solving: Adjusts to changing priorities, resolves routine issues, and seeks guidance when needed.

• Teamwork & Collaboration: Works cooperatively across departments, communicates clearly, and willingly supports others to keep office operations running smoothly.

• Dependability & Accountability: Maintains consistent attendance and punctuality, meets deadlines, takes responsibility for assigned work, and communicates proactively when assistance or adjustments are needed.

• Growth & Continuous Learning: Demonstrates a willingness to learn new systems, expand responsibilities, and develop additional skills as the business evolves.

Work Environment

This position operates in a professional office environment and routinely uses standard office equipment, including computers, telephones, copiers, scanners, and filing cabinets.

Physical Requirements

This role primarily involves seated office work, with occasional standing, bending, filing, and lifting or moving files and office supplies weighing up to 20 pounds.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Schedule & Compensation

Schedule: Monday through Friday, 7:00 AM–4:00 PM
Position Type: Full-Time, Hourly
Compensation: $28.00–$32.00 per hour, depending on qualifications and experience.

This job description is intended to provide a general overview of the position's responsibilities and requirements and is not an exhaustive list. CFM Company reserves the right to assign or modify duties and responsibilities as business needs evolve. Nothing in this description changes the at-will nature of employment, where applicable.

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status.  Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.