ADMINISTRATIVE COORDINATOR
Summary:
The selected candidate is responsible for providing various types and levels of support to Project Captains, Construction Managers, and other staff as needed by utilizing their strong organization and planning skills to manage tasks effectively, organize resources, work under tight deadlines and manage simultaneously occurring tasks and shifting priorities.
Essential Duties + Responsibilities:
- Manages the filing of documents and drawings.
- Researches code information for jurisdiction, including contacting jurisdiction for specific information regarding a project submission. Gains understanding of individual jurisdiction processes and requirements.
- Creates, tracks, and maintains summaries of RFIs and submittals with multiple software platforms, and checking in with staff to make sure they are responded to in a timely manner.
- Prepares and distributes Field Observation Reports (FORs) from staff site visits.
Job Duties:
- Contacts municipalities to obtain information as needed.
- Prepares and sends out drawing sets, reviewing that they are correctly addressed and meet any criteria that is required by municipalities, clients, etc.
- Acts as contact for superintendents on active projects, making sure information is disseminated to all project managers involved.
- Tracks and follows up weekly on field observation reports, RFIs, and submittals with superintendents to ensure timely completion.
- Relieves team members of clerical work and administrative/business detail.
- Organizes and maintains file system and files correspondence and other records.
- Works on non-project assignments and tasks that are related to individual capabilities and background.
- Performs other duties as assigned.
Qualifications, Preferred Skills + Abilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to communicate effectively both in written format and oral presentation.
- Ability to multi-task and establish priorities.
- Ability to maintain organization in a changing environment.
- Exhibits initiative, responsibility and flexibility.
- Maintains punctual, regular and predictable attendance.
- Works collaboratively in a team environment with a spirit of cooperation.
- Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
- Respectfully takes direction from manager.
Education + Experience:
- EDUCATION and/or EXPERIENCE – Associate’s degree (A. A.) or equivalent from two-year college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience. Construction experience is preferred but not necessary.
- COMPUTER SKILLS – Job requires specialized computer skills. Must be adept at using various applications including database, spreadsheet, report writing, project management, word processing, presentation creation/editing, communicate by e-mail, and use scheduling software. Familiarity with Microsoft Office Suite and PDF editing software are a plus!
- CERTIFICATES, LICENSES, REGISTRATIONS – There are no certifications, licenses or registrations required for this position.
Pay –
$17.50 per hour starting pay – based on experience and skill level.
