Office Coordinator

About the role

We are the Pacific Northwest’s premier commercial general contractor, dedicated to delivering quality buildings that serve and enrich our communities. Our teams consistently bring their 'A' game to every project, establishing Kirby Nagelhout Construction Co. as the contractor of choice for complex, high-impact construction. From schools to resorts to fire stations, and everything in between, we take pride in creating memorable projects that stand the test of time.

The Office Coordinator is a multi-faceted position supporting Kirby Nagelhout Construction Company and other affiliated companies. This individual provides general office coordination and administrative support, assists with Business Development organization, and supports the marketing department with duties such as updating the marketing database, proposal production, social media, event coordination, and other marketing initiatives.

Responsibilities

• Welcomes and directs visitors and clients
• Answers and directs phone calls, screening when necessary
• Maintains office supplies inventory, places orders, and ensures stock levels are adequate
• Receives incoming shipments, mail, and communications; reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff
• Processes and drops off outgoing shipments and mail
• Coordinates, schedules, and/or attends meetings if requested by managers
• Facilitates and coordinates transfers between all locations and jobsites as needed
• Assists in local office and/or companywide event planning: catering, food, and beverage needs as applicable
• Assists with database document updating—resumes, projects, photos
• Assists with proposal production, proofing, copywriting, resumes, project sheets, references, etc.
• Provides event management and event calendar support
• Conducts back-end research, briefs on clients and potential work, tasks for seller/doer, contact information, and task assignment
• Assists the Business Development team in staying organized and on track through email monitoring and Excel spreadsheets
• Attends pre-bid and pre-proposal meetings and provides notes and pictures to executive leadership and other managers
• Assists with social media posts and company website communication
• Assists with company communications
• Assists with job-specific needs: hat stickers, signage, flyers
• Helps organize/tag photos within the company database
• Assists with organizing and planning industry events and often attends these events to promote the company and its affiliates
• Drafts marketing literature (brochures, press releases) to augment the company’s presence in the market
• Assists with managing the Reference Contacts Master List
• Assists with managing the Reference Letter database
• Other duties as assigned

Requirements

• High school diploma required; Associate’s degree preferred
• Three to five years of experience in an administrative or business-related role
• Solid understanding of office management and marketing principles
• Excellent verbal and written communication skills
• Must be efficient with strong attention to detail
• Demonstrated ability to multi-task and adhere to / meet deadlines
• Must have a demonstrated professional demeanor and strong customer-oriented approach with both internal/external customers
• Proficient in Microsoft Office Suite and Adobe Creative Suite, such as InDesign, Photoshop

Physical Demands and Work Environment

• Primarily performed in a professional office environment with frequent use of computers, phones, and other standard office equipment
• Regular interaction with employees, clients, consultants, and community partners
• Occasional travel to company offices, project sites, client meetings, networking events, conferences, career fairs, and industry functions
• Work may require sitting for extended periods, as well as occasional standing, walking, bending, reaching, and lifting or carrying materials weighing up to 25 pounds
• Position requires the ability to manage priorities and meet deadlines in a fast-paced collaborative environment
• Occasional work outside of normal business hours may be required to support proposal deadlines, client events, community engagement activities, or company functions
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.
• The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.

Benefits

• Medical, dental, and vision coverage
• Flexible Spending Account (FSA)
• Health Reimbursement Account (HRA)
• Health Savings Account (HSA)
• One Pass
• Life insurance
• Mental health wellbeing support
• Medical transportation
• Supplemental insurance for challenging life situations
• Generous 401k plan
• Accrued paid time off (PTO)