Office Coordinator and Project Management Assistant

About the role

This position is responsible for general office administration and assisting project management workflow.

Responsibilities

• Ensure electronic filing system stays organized and continuously improve it
• Coordinate, issue, and/or organize purchase orders
• Reconcile accounts payable invoices and receiving to verify delivery before payment processing
• Review timekeeping and payroll registers for accuracy
• Handle incoming communications: office phone, web inquiries, company email
• Become the resident expert in timekeeping, payroll, and expense management software (currently: Paylocity and Concur)
• Coordinate travel arrangements
• Maintain filing system, continuously improve it, and digitize legacy paper files
• Assist with invoicing and accounts receivable in conjunction with the project manager
• Handle purchasing and track orders
• Coordinate freight shipping activities
• Maintain project schedules
• Maintain master schedule for all projects and resource allocation
• Maintain welder continuity logs
• Support employee onboarding
• Assist with employee training programs
• Manage fitness for duty program
• Perform other essential duties as required for the success of the organization

Requirements

• Exemplary work ethic and personal integrity
• High school diploma required (some college or bachelor’s degree preferred)
• Two or more years of general office administration experience
• Proficient using Word, Excel, Outlook, PowerPoint, and PDF editing software; MS Project experience is a plus
• Ability to maintain confidentiality and handle sensitive information with maturity
• Excellent communication skills (written and verbal)