Project Coordinator and Administrative Assistant

Office Administration

The tasks of the office administrator will include bookkeeping, employee onboarding, and answering general customer calls & emails. The ideal candidate will be competent in prioritizing and working with little supervision. They will be very organized, self-motivated and trustworthy. The office administrator ensures smooth running of the office location and significantly contributes to sustainable growth.

Answering telephone calls and emails from customers and clients and directing them to relevant staff if/when needed.
Assisting in payroll coordination, A/P, A/R, scheduling and all other general office duties.
Monitoring office supplies and ordering new stationery, furniture if/when needed.
Interviewing and training new office employees and organizing their employment paperwork.
Organizing maintenance companies to keep the office organized and safe.
Reporting office progress to senior management and working with them to improve office operations and procedures.
Process payroll for all 1099 Contractors.

Project Coordination

Aid in setting up projects, creating project folders.
Maintain, monitor, and organize project records and documentation on incoming and outgoing project documents.
Create, organize, and distribute invoices.
Generate purchase orders to vendors and track purchase order.
Maintain vendor database and document vendor information.
Support the project management team in working with government authorities on obtaining all necessary project permits, licenses, variances, and other land development processes.
Coordinate and track submittals, change orders, schedules, and the distribution of updated documents to subcontractors and vendors.
Coordinate equipment and material deliveries for Project Managers and others.

Relationship Management

Demonstrates the ability to tactfully handle difficult situations
Builds long lasting relationships with internal and external customers that are built upon trust and delivering results

Requirements

• Education or formal training in business administration is preferred; relevant work experience may be substituted
• 2+ years of experience in an administrative support position
• Prior administrative experience in a construction, engineering, or architectural setting is a major benefit, though not required
• Proficient in Microsoft Office 365, including Excel, Word, and Outlook
• Results-orientated with proven ability to organize, plan and prioritize work to meet deadlines
• Excellent verbal, written, and presentation skills; communicates effectively with management, employees, customers, and vendors
• High level of motivation, integrity, and commitment to team and customers
• Strong work ethic with an unwavering commitment to quality and professional work