Overview:
TITLE: Office Coordinator
DEPARTMENT (S): Operations
DIRECT REPORTS: N/A
REPORTS TO: Construction or Office Manager
POSITION SUMMARY
The Office Coordinator's primary focus is providing administrative support to the Construction and/or Office Manager and overall project team. They must be able to manage and coordinate a variety of departmental activities under limited supervision. Individual is expected to be aware of business activities and events as they relate to the site they support.
This individual is expected to foster a collaborative work environment. It is essential that this person has excellent judgment and discretion when interacting with others and in managing information. Ideal candidate is professional, organized, able to multitask, strong computer skills including Adobe, Microsoft Word, PowerPoint, and Excel, and has strong communication skills, both written and verbal.
ESSENTIAL JOB FUNCTIONS
- Provide administrative support for the leadership team by providing a myriad of support tasks to successfully meet project goals
- Answer phones, make copies, respond to emails, and resolve issues
- Receive and log inventory
- Compile reports on Excel, including production reports
- Extensive use of Google Earth to identify and chart project sites
- Track progress against production sites on wall maps
- Support financial processes and supply information as requested
- Sort and distribute incoming mail and paperwork
- Coordinate ordering of office equipment supplies (i.e., office supplies, furniture, cell phones, tablets, etc.)
- Maintain contact lists for all managers and employees
- Responsible for building maintenance and security systems
- Schedules candidate interviews with project leadership and reports results back to HR/Recruiter
- Build and maintain relationships with internal stakeholders
- Ensure a high level of internal client satisfaction
- Uphold and promote the company's values
- Attend operational meetings as required
- Travel may be required for training
- Other duties as assigned
SKILLS AND ABILITIES
- Creative problem-solver, with the ability to think, plan, and execute on multiple projects autonomously and in an organized fashion, balancing the long-term and urgent needs of the team
- Demonstrated ability to work calmly and collaboratively in fast-paced and ambiguous environments, maintaining good judgment and the ability to escalate appropriately
- Must be highly organized, flexible, deadline and detail oriented
- Excellent project management and communication skills
- Must be a self-starter, able to produce with limited supervision in a fast-paced environment
- Excellent interpersonal skills with the ability to build and maintain relationships both internally and externally
- When business critical issues arise, must be willing to work outside normal business hours
- Excellent writing, organizational, planning, and communication skills
- Ability to work in a deadline driven environment
- High energy, team oriented, data driven, and results focused
- Must be proficient in MS Word, MS Excel, and MS PowerPoint and Adobe, and able to learn new on-line systems such as SiteTracker or other client software programs
MINIMUM REQUIREMENTS
- High School Diploma or GED
- Experience working in a construction or related industry
PREFERRED REQUIREMENTS
- BA/BS degree
- Bi-Lingual (Spanish/English)
