Office Coordinator

About the role

As the Office Coordinator, you will work onsite in Houston, TX and the surrounding areas and will provide comprehensive administrative and operational support to office and project teams, helping coordinate day-to-day office activities and maintaining accurate, timely records in support of heavy civil construction operations.

Responsibilities

• Cook up day-to-day office operations and provide administrative support to project management, field operations, accounting, safety, and other departments as needed.
• Greet and assist visitors, employees, vendors, subcontractors, and clients, ensuring they are directed to the appropriate location or contact.
• Provide general administrative support including document preparation, copying, scanning, filing, data entry, correspondence, and maintaining electronic and hard copy records.
• Maintain organized project and office files, including contracts, purchase orders, invoices, correspondence, submittals, meeting records, and other project-related documentation.
• Aid project teams with document control and administrative tracking, including routing documents for review, maintaining logs, and following established naming and filing conventions.
• Process and route invoices and supporting documentation, including scanning, filing, matching documentation, and maintaining records for accounting and project teams.
• Cook up office, project, and staff meetings, including scheduling conference rooms, preparing meeting materials, recording or distributing meeting information, and coordinating setup needs.
• Aid with employee onboarding and project mobilization administrative activities, including preparing paperwork, coordinating required documentation, and directing employees to appropriate HR, safety, or project resources.
• Aid with maintaining project and employee records related to safety training, certifications, site access, and other project-specific administrative requirements, as directed.
• Cook up incoming and outgoing mail, packages, deliveries, and office correspondence; distribute materials to appropriate personnel in a timely manner.
• Order, receive, and maintain inventory of office, project, and kitchen supplies and coordinate replenishment based on business needs.
• Provide administrative support for construction project activities by tracking routine requests, maintaining calendars, coordinating information between office and field personnel, and escalating issues requiring management attention.
• Aid with vendor and subcontractor administrative coordination, including maintaining contact information, required documentation, and communication records.
• Carry out errands and deliveries to support daily business and project functions when needed.
• Work in a constant state of alertness and in a safe manner, following company and project safety requirements.
• Perform other duties as directed.

Requirements

• Knowledge of administrative, office coordination, and basic accounting principles, practices, and procedures.
• Working knowledge of office systems, processes, document control, records management, and administrative best practices.
• Knowledge of basic construction project administration practices, including project documentation, purchase orders, invoices, subcontractor/vendor records, and coordination between office and field personnel.
• Understanding of the fast-paced nature of heavy civil construction and the importance of timely, accurate administrative support to project teams.
• Knowledge of common construction terminology and the ability to learn project-specific processes, systems, and documentation requirements.
• Skilled at maintaining confidentiality and handling sensitive employee, financial, project, vendor, and company information with discretion.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to use collaborative tools such as Microsoft Teams or Zoom for communication, meeting coordination, and document sharing.

Skills

• Administrative and office coordination skills.
• Basic accounting and financial management.
• Office systems and processes.
• Document control and records management.
• Construction project administration practices.
• Confidentiality and information security.
• Microsoft Office Suite proficiency.
• Collaborative tool usage.

Benefits

Brice Highway LLC offers a competitive benefits package that includes:

• Health insurance coverage.
• Paid time off.
• Professional development opportunities.
• Employee wellness programs.
• Flexible work arrangements.

Pay

The salary range for this position is $40,000 - $60,000 annually, commensurate with experience.

Schedule

This position is full-time, Monday through Friday, with occasional evening and weekend work as needed.