Administrative Coordinator

Job Description

ABOUT JOB

We are seeking a dynamic and highly organized Administrative Coordinator to join our team! In this vital role, you will serve as the backbone of our office operations, ensuring smooth daily functions and exceptional support across departments. This position serves as a central point of coordination between field operations, management, accounting, vendors, and employees. Your energetic approach and attention to detail will help foster an efficient, welcoming environment for staff, clients, and visitors alike. This position offers an exciting opportunity to showcase your office management skills, enhance customer service experiences, and contribute to the overall success of our organization. The ideal candidate is highly organized, detail-oriented, able to manage multiple priorities, and comfortable working in a fast-paced construction environment.

Essential Duties and Responsibilities

Fleet and Equipment Administration

• Collect, review, document, and file all truck tickets, hauling records, and related documentation.
• Track fleet vehicle registrations and ensure all tags, registrations, and required documentation remain current.
• Coordinate fuel orders and monitor fuel inventory levels to ensure uninterrupted operations.
• Maintain vehicle, equipment, and insurance records as required.

Payroll and Employee Records

• Collect, review, and verify employee timesheets and daily hour reports.
• Prepare timesheet reports and supporting documentation for payroll processing.
• Assist with maintaining employee records and administrative documentation.
• Assist with paperwork for new hires, including background checks and drug screenings.

Office Administration

• Manage front desk responsibilities, greeting visitors and directing them appropriately with professional phone etiquette.
• Operate multi-line phone systems efficiently to handle inquiries, schedule appointments, and relay messages promptly.
• Maintain accurate data entry and filing systems, including digital records using Google Workspace and Microsoft Office tools.
• Order and maintain office supplies and administrative materials.
• Organize and maintain electronic and physical filing systems.

Administrative Support

• Assist management with data entry, reports, spreadsheets, and correspondence.
• Coordinate communication between office staff, field personnel, vendors, and customers.
• Maintain accurate records and documentation for company operations.
• Support project managers and supervisors with administrative tasks as needed.
• Perform various clerical and administrative duties to support efficient office operations.
• Complete other duties and special projects as assigned.
• Prepare and record Notice To Owners .
• Assist in procuring Bid Bonds and Payment and Performance Bonding.

Required Qualifications

• High school diploma or equivalent.
• Minimum of 2 years of administrative, office management, or related experience.
• Proficiency with Microsoft Excel.
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Ability to maintain confidentiality and handle sensitive information.
• Strong attention to detail and accuracy.
• Ability to prioritize tasks and manage multiple responsibilities simultaneously.

Preferred Qualifications

• Experience in construction, civil contracting, trucking, and/or heavy equipment industry.
• Familiarity with payroll preparation and timekeeping systems.
• Experience with accounting, project management, or construction management software.

Key Attributes

• Dependable and self-motivated.
• Strong problem-solving skills.
• Professional and customer service oriented.
• Team player with a positive attitude.
• Able to work independently with minimal supervision.
• Highly organized and capable of managing competing priorities.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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