Construction Administrative Coordinator

Job Description

Construction Administrative Coordinator

Ultimate Staffing Services is seeking a diligent and organized Construction Administrative Coordinator for a prominent construction company in California. This role is critical for ensuring seamless administrative functions within the Construction Operations department. The position is 100% onsite in Pasadena, CA, and involves collaboration with various internal teams including Construction Leadership, Payroll, and IT.

Responsibilities:

General Job Description: The Construction Administrative Coordinator will be primarily responsible for administrative functions for Construction Operations. Responsibilities include the onboarding and offboarding functions of signatory personnel, requesting labor, supporting employees through the new hire process, tracking various departmental staff information, and coordinating training and software-hardware needs for the Regional Construction Group. This is an internal-facing administrative position collaborating with Construction Leadership, Payroll, Construction Technology, Corporate Training, IT, and Safety.

Essential Duties and Responsibilities:

• Construction On/Off Boarding
• Promote and ensure utilization of the Construction Onboarding Tool
• Engage with Payroll to process new/rehires and terminations
• Ensure completion of all onboarding tasks
• Organize and oversee the transfer of supporting confidential documents/data and ensure they remain protected
• Interact with local union personnel to facilitate labor requests and dispatch information as needed
• Coordinate with IT and/or HR to resolve any issues regarding the on/offboarding process.
• Ensure timesheets are complete, approved by supervisors, and submitted to payroll in a timely manner.
• Assist Payroll with reconciliation of time discrepancies for construction personnel.
• Construction Supervision Support
• Processing of weekly payroll
• Assist with agenda, scheduling, and invites for departmental meetings
• Attend meetings and create/maintain minutes documenting discussions, important business, and action items, and facilitate follow-up for all action items.
• Keep employee contact and other useful information up to date and visible to supervisors
• Track JUT Training hours and assist leadership in assuring employee compliance
• Coordinate with HR to assist Construction Leadership in tracking employees on leave
• Assist leadership to ensure all Site Safety documentation obligations are being met.
• Assist leadership in submission and follow-up of Service Now tickets on behalf of employees
• Facilitate the acquisition, disbursement, and repair of IT devices as directed
• Facilitate DMV reports for driver approvals
• Facilitate directly or assist HR with project-specific background checks as required
• Field Leadership Training Support - Provide and/or assist with:
• Duties regarding new hire onboarding process
• Safety contacts and reporting procedures
• FTS or Mobile system time entry
• Department portal navigation
• Navigation through Box
• IPAD training (beginner to advanced)
• IT devices and general maintenance
• Forms and procedures
• Act as a liaison between field employees, IT Support, and Telecom as needed.
• Collaborate in the creation and maintenance of various spreadsheets and reports as requested by leadership.
• Relieve Construction Supervision of all possible data entry tasks.
• Assist payroll and Construction Supervision in collecting and processing equality funds and other Market Recovery programs
• General clerical duties including filing, typing, scanning, photocopying, faxing, sorting, and distributing incoming mail, facsimiles, etc.
• Special projects and/or other duties as assigned by Construction Management.

• High school diploma or equivalent required. Associates degree or higher preferred.
• 2+ years Administrative support experience required, preferably in a Construction/Contracting environment.
• Strong verbal and written communication skills suitable for all business levels.
• Extensive computer knowledge and experience in various business and corporate software technologies
• Microsoft Office: Word, Excel, Project
• Google Workspace: Gmail, Docs, Calendar, Sheets, Forms
• Others: Smartsheet, Box, Bluebeam
• Able to utilize applications on handheld devices
• Internet - Provide detailed data searches and online applications.
• Attention to detail and ability to organize data
• Able to demonstrate consistent and reliable attendance.
• Able to learn new programs and processes.
• Demonstrated experience with producing and editing work product documents with accuracy.
• Well organized with the ability to multitask between several projects delegated by multiple parties.
• Demonstrated experience as a team player and able to achieve assigned performance goals.
• Ability to handle pressure and hectic pace.

• Pay: $25/hr
• Work Hours: Monday - Friday, 7:00 AM - 4:00 PM or 8:00 AM - 5:00 PM
• Location: On-Site in Pasadena, CA