Administrative Coordinator

This position serves as a key liaison between Operations, Human Resources, Payroll, IT, the Warehouse, Training Academy, and field personnel to ensure employees are properly onboarded, equipped, scheduled, and supported throughout their employment lifecycle. They enjoy working collaboratively across departments and play a critical role in ensuring employees are ready, equipped, and supported from hire through separation.

SUMMARY OF THE ROLE:

• Administrative Coordinator Supporting the Operations Department
• Rosharon, TX (onsite - Monday through Friday) 

The Administrative Coordinator provides administrative and operational support to ensure the efficient coordination of field personnel, equipment, and projects within a crane and heavy lift environment. This position serves as a key liaison between Operations, Human Resources, Payroll, IT, the Warehouse, Training Academy, and field personnel to ensure employees are properly onboarded, equipped, scheduled, and supported throughout their employment lifecycle.

WHAT YOU’LL BE DOING:

Personnel & Travel Coordination

• Coordinate travel arrangements for field personnel, including flights, hotels, rental vehicles, and other transportation as needed.
• Maintain travel schedules (under the direction of the Operations Manager) and communicate itineraries to employees and project teams.
• Assist with travel changes, cancellations, and emergency travel needs.

Timekeeping & Payroll Support

• Collect, review, and process employee timesheets for accuracy and completeness.
• Work closely with Payroll and Operations to resolve timekeeping discrepancies.
• Maintain accurate records of employee hours and project allocations.

Onboarding Support

• Coordinate onboarding activities in partnership with Human Resources.
• Schedule and track pre-employment and onboarding requirements.
• Coordinate site access, security badges, and customer-specific orientations.
• Partner with IT to ensure new employees receive required technology and system access.
• Coordinate with the Warehouse for PPE, tools, and equipment issuance.
• Schedule required Academy or training courses and maintain training records.

Offboarding Support

• Assist with employee termination and separation processes in conjunction with Human Resources.
• Coordinate recovery of company-issued equipment, PPE, badges, tools, and technology.
• Ensure required notifications are sent to IT, Payroll, Security, and other departments.
• Maintain accurate separation documentation and records.

Personnel Equipment & Gear Support

• Coordinate outfitting of new and existing employees with required PPE, FR clothing, and company gear.
• Maintain records of issued equipment and replacement needs.
• Work with vendors and the Warehouse to ensure adequate inventory levels.

Administrative & Operational Support

• Maintain operational records in accordance with company policies.
• Prepare reports, spreadsheets, and tracking logs as requested.
• Assist Operations leadership with scheduling, meetings, and administrative projects.
• Coordinate communication between Operations and supporting departments.
• Answer phones, respond to emails, and provide excellent customer service to employees and internal stakeholders.
• Assist in the implementation of SHERPA and future needs with the SHERPA project.
• Perform other administrative duties as assigned.

WHAT YOU’LL NEED:

Education

• High school diploma or GED required.
• Associate's degree in Business Administration or related field is preferred.

Experience

• 2–5 years of administrative or operations support experience.
• Experience in construction, crane and heavy lift, industrial services, or a related field is preferred.
• Experience supporting field personnel and multiple departments is highly desirable.

Knowledge, Skills & Abilities

• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and accuracy.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, Teams).
• Ability to maintain confidentiality with employee information.
• Strong problem-solving and customer service skills.
• Ability to work independently while collaborating effectively with cross-functional teams.

Working Conditions

• Office environment with frequent interaction with field operations.
• Occasional visits to warehouses or training facilities.
• May require occasional overtime to support operational needs.

Preferred Characteristics

The ideal candidate is highly organized, proactive, and customer-focused, with the ability to coordinate multiple activities simultaneously while supporting a dynamic operations team. They enjoy working collaboratively across departments and play a critical role in ensuring employees are ready, equipped, and supported from hire through separation.

WHAT YOU’LL GET:

• Medical, Dental and Vision benefits
• 401k matching up to 6%
• Vacation and Sick
• Education Sponsorship 
• Career Development and Programs
• Onsite Cafe
• Onsite Gym
• Casual Dress

WANT TO KNOW MORE?:

Take a look at mammoet.com

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