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Construction Admin. Coordinator

BizTek People, Inc. | APA International Placement Consultants

Portland, OR

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JOB DETAILS
SKILLS
Accounting, Administrative Management, Administrative Skills, Communication Skills, Construction, Construction Management, Construction Projects, Construction Support, Customer Support/Service, Data Cleaning, Data Processing, Distribution Operations, Documentation, Easements, Email Management/Administration, High School Diploma, IBM Maximo Asset Management, Interpersonal Skills, Microsoft Excel, Microsoft Outlook, Office Suites, Operational Support, Power BI, Project Tracking, Project/Program Management, Reporting Dashboards, Staff Training, Tableau
LOCATION
Portland, OR
POSTED
2 days ago
Job Description
Description

The Construction Administrative Coordinator is responsible for collecting and processing contractor-submitted information for construction projects. Ensures all required documentation is attached to work orders, validates permits and pre-requisites are satisfied, and interacts with Power BI dashboards and Tableau reports for accountability and project tracking. Supports program email management, facilitating communication between process owners and stakeholders. Provides general project team support, executing tasks within various systems, such as Maximo, Our work order system of record, for efficient task management and data processing. Adaptable role, subject to change with the evolving needs of the program.

Preferred job skills: Any prior construction admin/project management or utility experience (especially in distribution operations) supporting construction execution and required permitting and documentation. OPUC, municipalities in Oregon, NESC standards, private communications, UG locates, easements and right of way experience desired.

RESPONSIBILITYS

  • Gaining access to ourworkorder management tools, learning all the players and gettingintroductions, learning as much as possible about the challenges we havein the work and finding ways to support the work.
  • Learning company standards andall the players, it can be a little overwhelming, but we will besupporting this person.
  • High volume of data entryrequires focus, accuracy, and speed.
  • Maintaining professionalismin correspondence and phone etiquette under pressure
  • Independently makingappropriate decisions and knowing when to seek other expertise.
  • Multitasking- utilizing andnavigating computer applications each day that vary in complexity.
  • Applying good problem-solvingskills under time pressures.
  • Recognize and adapt todiverse work groups and customer groups honoring differing beliefs andvalue systems.
  • This can be a very fast pacedenvironment with significant demands. Adaptability, flexibility, andchange readiness is essential to meet changing priorities.
  • Clerical Support: 75%
  • Collect and processcontracted submitted forms using Microsoft Forms and Planner
  • Heavy data entry and taskmanagement in work order management and scheduling systems
  • Validates processing accuracyusing dashboards and reports.
  • Data clean up usingdashboards and reports.
  • Verify work order completionfor accounting.
  • Support Management of GroupMailbox: 20%
  • Review, route and/or processemails for the team
  • Insert and update work ordermanagement tasks associated with acquired information.
  • Attach documentation acquiredvia email in a variety of systems.
  • Task Management ProcessDocumentation (5%)
  • Maintain process instructionsfor contractor submittal forms
  • Support training new staff onprocess instructions
Requirements

Requirements
  • High school diploma plus 2+years of experience in progressive administrative support and secretarialpositions, project administration, or equivalent combination of educationand experience.
  • 2+ years' experience withdata entry and other clerical functions.
  • Utilities experience Strongpreferred.
  • Technology, this role will bein Outlook all day, working in our system of record, and coordinating withteam and contractors. Must have good comfort level with Excel andMicrosoft Office Suite.
  • Interpersonal skills are amust. We have constant interactions with the greater project team. We needprofessional and diplomatic communication skills. This needs to be coupledwith patience and understanding.
  • Willingness to follow up andask questions over and over till you get the answers you need.
Top 3 Nice-To-Haves (Hard and/or Soft Skills)
  • Excel proficiency
  • RFI processing/management
  • Construction/constructionproject management experience

About the Company

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BizTek People, Inc. | APA International Placement Consultants