Construction Project Coordinator / Office Coordinator

Prefer a workplace where you can be comfortable in jeans and tennis shoes? Join our team! We are a friendly, dynamic company that values independence, initiative, and personal accountability. We trust our employees to work autonomously while collaborating effectively with colleagues to deliver great results.

HEALTH INSURANCE IS 100% COMPANY PAID FOR YOU, YOUR SPOUSE, AND DEPENDENTS!

JOB DESCRIPTION SUMMARY

· To assure the smooth and efficient flow of information through the office.

· To ensure that all calls are answered in a prompt, professional, and efficient manner, to forward these calls on to the appropriate person, and to take and distribute complete messages.

· To assist the Project Managers in the organization, coordination and scheduling of projects and project requirements.

· In coordination and cooperation with the Project Managers, to facilitate the purchase of materials for projects, to ensure that all purchased material is acquired on schedule.

· To organize, coordinate and provide project administrative support for Elmstar Electric Corporation.

· Assist in Management decision-making.

· Human Resources

REQUIREMENTS - To perform this job successfully, an individual must be able to complete all areas outlined for this position in a satisfactory manner. Listed below are representative of the knowledge, skills, and/or abilities necessary to meet the minimum job requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION

· Required: High school education

· Preferred: Post-secondary education in a related field.

LICENSING/REGISTRATION/CERTIFICATION

· Required: Valid Driver’s License

· Preferred: Wisconsin Notary Public Certification

EXPERIENCE

· Required: Experience in an office environment.

· Preferred: Project coordination experience.

SKILLS, KNOWLEDGE, AND ABILITIES

· Ability to communicate and interface with colleagues, and to make constructive service suggestions.

· Ability to communicate clearly in the English language, both written and verbal.

· Proficient level of skill and ability in the use of Microsoft Outlook, Microsoft Word, Microsoft Excel, Adobe Acrobat, and Dropbox (Cloud File Management).

· Ability to learn new software quickly and adapt to updated systems

· Strong digital organization habits and attention to detail

· Comfort navigating online platforms, portals, and web‑based tools

· Basic troubleshooting skills for common computer or software issues

· Ability to follow digital workflows and maintain data accuracy

· Troubleshooting printer/copier issues

· Ability to be tactful and direct when speaking or documenting ideas and/or procedures.

· Ability to read maps.

· Ability to efficiently prioritize multi-tasking.

· Ability to use and troubleshoot office equipment.

· Ability to perform basic math functions.

· Organizational skills

· Ability to handle interruptions

· Accurate

· Attention to details

AUTHORITY - The Project Coordinator receives from the President the authority necessary to:

· Develop and implement project and purchase tracking processes and documentation as necessary, subject to the approval of the President.

· Issue purchase orders for required miscellaneous purchases for projects and office equipment.

RESPONSIBILITIES, DUTIES AND TASKS - Responsibilities include, but are not necessarily limited to:

· Attend and participate in weekly planning meetings.

· Attend and participate in project pre-planning meetings.

· Strive to conceive new ideas, products, and/or services for the company to achieve its primary goal of increasing profits, in an ethical and moral manner, and recommend them to the President for consideration.

· In coordination with the Project Managers, ensure information and paperwork required by the Accounting Department and within the Project Coordinator’s control is turned in an accurate and timely manner, including cost information and any information required for invoicing.

· Subject to the approval of the President and Vice President, develop and implement project tracking processes and documentation as necessary.

· Plan, organize, monitor, manage, and control the Company’s project coordination activities, including project and purchase tracking processes and documentation as necessary, subject to the approval of the Senior Project Manager.

· Provide project information within her control to the President, Vice President, Project Managers, foremen and other departments as necessary.

· Assist President, Vice President and Project Managers with estimating and bid preparation duties as necessary.

· Perform such other functions and duties as may be delegated or assigned by other office personnel from time to time.

Specific Tasks include, but are not necessarily limited to:

Microsoft Outlook

· Manage high‑volume email communication with professionalism and accuracy

· Organize and maintain calendars, schedule meetings, and coordinate availability

· Use folders, categories, rules, and search functions to keep communication organized

· Navigate shared mailboxes and calendars when needed

Microsoft Excel

· Create, update, and maintain spreadsheets with clean, well‑structured data

· Use basic to intermediate formulas (e.g., SUM, AVERAGE, IF, VLOOKUP, filters, sorting)

· Format spreadsheets for readability and reporting

· Export, import, and organize data from various sources

· Maintain accuracy when entering or reviewing numerical information

Microsoft Word

· Draft, edit, and format professional documents, letters, and reports

· Use templates, styles, headers/footers, and tracked changes

· Ensure documents are clean, consistent, and error‑free

· Convert documents to PDF or integrate them with other software as needed

Dropbox (Cloud File Management

· Upload, organize, and maintain digital files in shared folders

· Manage version control and ensure documents are stored in the correct locations

· Share files securely both internally and externally

· Sync files across devices and troubleshoot basic access issues

Adobe Acrobat

· Ability to create PDFs from various sources, edit text efficiently

· Ability to design interactive forms, adding fillable fields

· Applying passwords, digital certificates, and permission to protect sensitive information and control document access

· Converting scanned documents into editable and searchable text, improving document usability

· Automating repetitive tasks, merging or splitting PDFs, and assembling multiple documents into a single workflow for efficiency

· Creating, verifying, and managing electronic signatures to ensure document authenticity

· Converting PDFs to other formats like Word, Excel, PowerPoint, or images, and importing files into PDFs for seamless integration

· Managing comments, annotations, and collaborative workflows to facilitate team communication

· Reducing file size while maintaining quality for easier sharing and storage

Specific Duties include, but are not necessarily limited to:

BIDDING

· Search for and Download Construction Projects that will be a good fit for our Company

· Save Construction Documents in Electronic Bidding Folder

· Print Bidding Documents (Plans and Specifications)

· Create a Bidding Folder (Hard Copy)

· Fill out New Project Checklist

· Place the project on the Plan Schedule

· Order Bid Bond, if needed

· Prepare Project Specific Prequalification, if needed

· Prepare Target Request, if in Local 158

· Put the project bid date (and walkthrough date, if any) on the Outlook Calendar

· Add the project to the Current Bidding List

· Add Plans and Specs to Dropbox

· Put Bidding Folder, Plans, and Specifications on the Conference Room Table

· Watch for, record and print any Addenda that are posted. Paying close attention to changes in Bid Dates and pre-bid meetings.

· Set up a lighting fixture sheet and record lighting quotes from Distributors

· At least one day before bid is due, get Bid Form and all bid papers ready

· Assist in pricing takeoff sheets for bids as required

PROJECT COORDINATION

· Prepare Electronic Job Folder to store all Construction Proposals, Construction Bulletins, Contract, Change Orders, Meeting Minutes, Closeout, RFIs, Subcontracts, and Submittals as well as the Job Workbook

· Prepare electronic drawings and specifications for construction, by promptly adding in all Addenda into Bidding Documents, unless a set of Construction Documents are available.

· Create and assemble electronic job books, and any necessary updates for job books.

· Track submittals, and maintain submittal tracking records.

· Track materials shipment status, and follow up on shipments and shipment dates to ensure timely delivery.

· Track all Requests For Information to ensure timely and appropriate processing and compliance.

· Track all Construction Bulletins to ensure timely and appropriate processing

· Track all Construction Bulletin Proposals to ensure timely and appropriate processing

· Track all Change Orders to ensure timely and appropriate processing and compliance.

· Take out electrical permits as directed by the project managers

· Type Panel Directories and Order Labels as directed

· Call Diggers Hotline as directed for locates

· Track the process steps necessary to ensure the timely delivery of subcontractor services.

· Ensure timely completion and delivery of operation and maintenance manuals, record drawings, test date reports, certification for job submittal to engineers.

SAFETY

· Maintain, Track and Order Safety Supplies as needed.

· Prepare and Mail out Tool Box Talks monthly

· Comply with ISN Network requirements for Green Bay Packaging safety compliance

· Comply with AVETTA Network Requirements for Jones Lang LaSalle (BMO) safety compliance

HUMAN RESOURCES

· Keep Applications updated

· Prepare New Employee Files

· Set up Flex Plan yearly, give applications to qualified employees in October and enter online in November

MARKETING

· ABC Users Guide – Approve Listing in this guide yearly

· ABC Buyers Guide – Approve listing in this guide year

· Modify/Coordinate Design of Advertisements

PREQUALIFICATIONS

· Maintain up to date file on all prequalification information including current projects, completed projects, equipment list, reference list, credit & bond references

· Complete and send out yearly non-project specific prequalifications

SECURITY BADGES, CLEARANCES

· Maintain files of all Security Badges and Clearances held by employees and subcontractors, including expiration dates.

OFFICE SUPPLIES

· Order office supplies for office and job sites as necessary. Keep track of office supplies inventory. Order printed forms, stationary, and checks.

· Purchase Kitchen Supplies (i.e. condiments, paper toweling, paper cups, plates, etc.)

· Purchase Restroom Supplies (toilet paper, hand soap, bi-fold towels, etc.)

OFFICE EQUIPMENT

· Research the purchase of office equipment - copy machines, computer hardware and software, cell phones. Maintain maintenance agreements on this equipment and notify service representative of problems.

· Maintain postage meter. Make sure meter has adequate postage available for mailings.

· Assist in computer training of staff or find an outside training source

· On-Hold Service (Works 24). Change on-hold messages and music periodically. Ensure to update for holiday hours,

PAYROLL

· Once a week take care of the payroll process. On a weekly basis receive in time from field employees for Accounting to prepare checks

Pay: $27.00 - $30.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k) matching
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off

Education:

• High school or equivalent (Required)

Experience:

• Office: 1 year (Required)

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Kaukauna, WI 54130 (Required)

Work Location: In person