Construction Administrative Coordinator

Description:

Position Overview

The Construction Administrative Coordinator provides daily administrative support to the entire organization.

The ideal candidate is professional, energetic, highly organized, and comfortable managing a wide variety of responsibilities. This role requires initiative, sound judgment, attention to detail, a sense of urgency, and the ability to shift priorities quickly in a fast-paced construction environment.

The Construction Administrative Coordinator serves as the primary point of contact for visitors, callers, vendors, clients, and employees. This position reports primarily to the People Manager and works closely with the leadership and operations teams.

Essential Duties and Responsibilities

Administrative and Operations Support

• Provide administrative support to leadership, Operations, Human Resources, Preconstruction, Project Coordination, and Project Management teams.
• Assist with preparing, organizing, copying, scanning, filing, and distributing documents.
• Support project and operational teams with data entry, document tracking, correspondence, reports, and other administrative needs.
• Monitor and assist with general office and bid-related email inboxes.
• Help coordinate meetings, conference rooms, calendars, and internal office activities.
• Maintain organized electronic and physical files in accordance with company procedures.
• Assist with special projects and other administrative duties as assigned.

Human Resources Support

• Assist the People Manager with HR-related administrative duties as assigned.
• Support onboarding activities, including preparing new-hire paperwork and coordinating required documentation.
• Assist with maintaining employee records and confidential personnel files.
• Help track employment documents, training records, certifications, and other required information.
• Maintain professionalism and confidentiality when handling employee and company information.

Front Desk and Office Management

• Greet clients, vendors, applicants, employees, and guests in a professional and welcoming manner.
• Determine visitors’ needs and direct them to the appropriate person or department.
• Answer, screen, and route incoming calls using a multi-line phone system.
• Take accurate messages and respond to general inquiries appropriately.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Prepare outgoing mail and coordinate package pickups when needed.
• Maintain the reception area, lobby, conference rooms, breakroom, and coffee bar in a clean, organized, and professional condition.
• Monitor office supplies, kitchen supplies, front desk materials, and general inventory.
• Order and restock supplies as needed.
• Assist with opening and closing office procedures and other daily office operations.

Requirements:

Employment Requirements

• Must successfully pass a criminal history background check, including Social Security number verification.
• Must successfully pass a pre-employment drug screening.
• Must provide documentation establishing eligibility to work in the United States in accordance with Form I-9 requirements.
• Must be able to perform the essential duties of the position, with or without reasonable accommodation.
• Must complete an employment application.

Work Schedule

Monday through Friday, 8:00 a.m. to 5:00 p.m., in office. Overtime or schedule adjustments may be required based on business and operational needs.

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Additional duties may be assigned as business needs require.