Construction Administrative Coordinator

About the role

The Construction Administrative Coordinator will be primarily responsible for administrative functions for Construction Operations. This is an internal facing administrative position collaborating with Construction Leadership, Payroll, Construction Technology, Corporate Training, IT and Safety.

Responsibilities

• Promote and ensure utilization of the Construction Onboarding Tool
• Engage with Payroll to process new/rehires and terminations
• Ensure completion of all onboarding tasks
• Organize and oversee the transfer of supporting confidential documents/data and ensure they remain protected
• Interact with local union personnel to facilitate labor request and dispatch information as needed
• Cook with IT and/or HR for resolve of any issues regarding the on/off boarding process
• Aid Payroll with reconciliation of time discrepancies for construction personnel
• Assist Payroll with weekly payroll processing
• Attend departmental meetings and create/maintain minutes documenting discussions, important business and action items and facilitate follow-up for all action items
• Track JUT Training hours and assist leadership in assuring employee compliance
• Aid Construction Leadership in tracking of employees on leave
• Aid leadership in ensuring all Site Safety documentation obligations are being met
• Aid leadership in submission and follow-up of Service Now tickets on behalf of employees
• Facilitate the acquisition, disbursement and repair of IT devices as directed
• Facilitate DMV reports for driver approvals
• Facilitate directly or assist HR with project specific background checks as required
• Support Field Leadership Training
• Provide and/or assist with duties regarding new hire onboarding process, safety contacts and reporting procedures, FTS or Mobile system time entry, Department portal navigation, Box IPAD training (beginner to advanced), forms and procedures, and IT devices and general maintenance
• Facilitate the creation and maintenance of various spreadsheets and reports as requested by leadership
• Relieve Construction Supervision of all possible data entry tasks
• Aid payroll and Construction Supervision in collecting and processing of equality funds and other Market Recovery programs
• Perform general clerical duties including filing, typing, scanning, photocopying, faxing, sorting and distributing incoming mail, facsimiles, etc.
• Assist with special projects and/or other duties as assigned by Construction Management

Requirements

• High school diploma or equivalent required
• Associates degree or higher preferred
• 2+ years Administrative support experience required, preferably in a Construction/Contracting environment
• 5+ years of experience desired
• Strong verbal and written communications skills suitable for all business levels
• Extensive computer knowledge and experience in various business and corporate software technologies
• Microsoft Office: Word, Excel, Project
• Google Workspace: Gmail, Docs, Calendar, Sheets, Forms
• Others: Smartsheet, Box, Bluebeam
• Able to utilize applications on handheld device
• Internet – Provide detailed data searches and online applications
• Attention to detail and ability to organize data
• Able to demonstrate consistent and reliable attendance
• Able to learn new programs and processes
• Demonstrated experience with producing and editing work product documents with accuracy
• Well organized with ability to multitask between several projects delegated by multiple parties
• Demonstrated experience as a team player and able to achieve assigned performance goals
• Able to handle pressure and hectic pace

Qualifications

• Confidentiality: Recognizes and respects the need to maintain confidentiality for private and sensitive information
• Perseverance: Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity
• Insight: The ability to gather and make sense of information that suggests new possibilities
• Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people
• Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner
• Big Picture: Understands and contributes to organizations’ short- and long-term business strategy
• Motivation / Dedication: Commits to excellence in pursuing unselfish goals
• Initiative / Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feedback; demonstrating an openness to learning and change
• Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives
• Communication: Fosters open, honest, candid and respectful communication
• Professionalism: Respectfully observes and challenges the status quo with intent for improvement; is able to take direction, accept feedback, and take full responsibility for his/her actions; leads by example through positive influence and ethical leadership with consideration of the entire organization

Physical Requirements

• Regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 30 pounds
• Close vision and Distance vision
• Use hands to finger, handle, or feel; reach with hands and arms and talk or hear
• Stand; use hands to finger, handle, or feel; reach with hands and arms and talk or hear
• Sit; climb or balance and stoop, kneel, crouch, or crawl (for purposes of filling photocopiers/printers)
• Reach above shoulder height to access storage cabinets and mail cubicles
• Occasionally reach above shoulder height to access storage cabinets and mail cubicles
• Regular and routine attendance, occasional mandatory overtime will be required
• Workdays are scheduled from Monday through Friday. Typically, work hours begin and end between 7:00 am and 5:00 pm as scheduled with the position's supervisor, with a minimum thirty-minute and maximum one-hour break for lunch, and two rest breaks
• Occasional overtime may be necessary per business needs

Benefits

Competitive Wages $22.59 to $29.80 per hour. Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others.