Administrative Coordinator Full-time & Part-time

The Office Coordinator is an integral part of the organization. This position collaborates directly with employees at all levels of the organization. The Office Coordinator specifically works with management to complete clerical, administrative, and general office tasks that support the entire construction management team. They answer phones and respond to emails from clients and vendors. The Office Coordinator performs various administrative, accounting and clerical duties requiring general knowledge of office routine and an understanding of the organization, programs and procedures. 

Working on the day-to-day office tasks
Communicating with customers
Work with accounting personnel to process invoices, make payments, and track receipts
Work with accounting/human resources personnel to administer payroll
Entering information into Quickbooks, update files to Server
Maintain up-to-date office calendar
Ordering materials and supplies
Assisting management with special projects
Assist with Payroll processing, gathering timecards, etc.
Answers phones in a professional manner, directs callers to the correct contact, taking complete messages, when needed, which include contacts full name, contact number, company and what the message is regarding.
Establishes, develops, maintains and updates filing systems as requested. Maintain filing system in an organized and complete manner. Retrieves information from files when needed.
Data entry, uploading files, shared, and executed documents, electronically and hard copies as required.
Ensure that all documents are filed in a timely and accurate manner.
Verifies subcontractor’s certifications are on file and current
Updates and maintains spreadsheets daily to ensure proper tracking of required documents and data.
Prepare and send, as requested, shipping documents to include overnight or priority mailings.
Assist the estimating department and office staff, primarily on bid day and as needed, obtaining required documents and correspondence, including phone, fax and email
Schedules and organizes activities such as meetings, travel, events, department, and company activities
Works independently and as part of a team on special projects, nonrecurring and ongoing projects
Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy
Maintains various logs to track data
Presents self in a professional manner, provides open and honest communication, and demonstrates respect to co-workers and customers
Prepares special reports and correspondence as requested
Performs other related duties for multiple managers and departments as assigned
Other duties as assigned