Administrative Specialist

Company Description

Gramophone, founded in 1976, is a family-owned consumer electronics retailer based in Maryland, with showrooms in Timonium, Columbia, and Gaithersburg. The company has been at the forefront of adopting advanced technology in home theaters, high-end music systems, HiFi audio, smart home automation, and lighting & shading solutions. Additionally, Gramophone specializes in custom installations and offers complete home renovation and interior design services through its Kitchen Design Center. The company’s commitment to premium product quality, expert installations, and exceptional customer service has made it a trusted name in the Maryland, DC, and Southeast Pennsylvania areas.

The Administrative Coordinator provides comprehensive administrative support across office

operations and finance functions to ensure the smooth and efficient running of daily business

activities. This role serves as a key point of contact for employees, vendors, and leadership,

assisting with general office coordination, purchasing, invoicing, scheduling, and other

administrative tasks. The ideal candidate is detail-oriented, organized, and capable of serving

as a reliable backup for both finance and operations functions.

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 and financial coordination. If you love a fast pace,

have good communication skills and are proficient in Excel and Microsoft Office, this is for you.

Key Responsibilities:

• Be the front line for inbound calls: greet, triage, and route with exceptional professionalism; capture detailed call notes.
• Own the team calendar: schedule installations, site visits, and field crew assignments; send confirmations and reminders.
• Build and maintain Excel trackers (budgets, POs, inventory on order, delivery/ETA lists, punch lists).
• Support accounting functions: process invoices and payments (AP), generate and track client billing (AR), and assist with account reconciliations.
• Prepare client-facing communications: follow-ups, status updates, and meeting recaps with action items.
• Assist with purchasing and timekeeping when needed.

Experience & Qualifications:

• 3 years in an administrative/coordinator, customer service or office manager role.
• Design/build, construction, or AV/integration a plus.
• Outstanding phone etiquette and client service mindset; calm, clear, and professional
• communication.
• Ability to prioritize multiple tasks and meet deadlines
• Proficient in recordkeeping and document management
• Strong Microsoft skills
• A clear criminal background is required

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 were looking for positive, professional, results-driven individuals to join our

incredible team. Compensation range $60,000-$70,000 based on experience and qualifications.