Job Title: Administrative Coordinator
Reports to: VP of Administration
Department: Administration
Type: Full-Time

Job Summary:

The Administrative Coordinator supports the day-to-day operations of the corporate office and serves as a primary resource for routine administrative needs throughout the company. This position coordinates office operations, employee requests, company resources, vendors, meetings, records, supplies, and other miscellaneous administrative needs.

The position is designed for someone who takes ownership, follows through, and enjoys solving the everyday issues that arise in a busy construction company. The Administrative Coordinator will work closely with the Vice President of Administration and other departments to ensure administrative needs are handled efficiently and do not unnecessarily require executive involvement.

Key Responsibilities:

Office Operations:
- Serve as the primary point of contact for routine office needs and administrative requests.
- Manage office supplies, equipment, furniture, common areas, storage areas, and general office organization
- Coordinate office maintenance and repairs with vendors.
- Maintain an organized and professional office environment and proactively address office needs.

Employee Administrative Support:
- Assist employees with routine administrative questions, requests, forms, and processes, directing them to the appropriate department when needed.
- Prepare and distribute company communications as requested.
- Maintain employee contact lists, organizational information, and company directories.
- Coordinate employee photos, badges, business cards, company apparel, and similar items.
- Coordinate workspace, equipment, supplies, and access needs for new employees and the return of company property for departing employees.

Technology and Equipment Coordination:
- Coordinate computer, phone, tablet, monitor, printer, and other equipment needs with the company's IT provider.
- Coordinate technology setup and software access for new employees.
- Maintain records of company issued technology and equipment.
- Assist employees with routine technology requests and coordinate resolution with IT as needed.
- Coordinate replacement, transfer, return, and disposal of company equipment.
Vendors and Purchasing:

Serve as the administrative contact for routine office vendors and service providers.
Obtain quotes, place approved orders, and coordinate purchases as directed.
Track orders, deliveries, and service appointments through completion.
Maintain vendor information and assist with researching products, services, and vendors as needed.
Review routine invoices for accuracy and route them appropriately.

Meetings and Company Events:

Coordinate company events, meetings, employee celebrations, recognition events, lunches, and other company activities.
Reserve meeting spaces and coordinate food, supplies, and other logistics.
Coordinate registrations and administrative details for conferences, training, and company events.
Maintain calendars for recurring company activities and events.

Administrative Coordination and Follow Through:

Maintain lists of outstanding administrative items and follow through until completion.
Prepare spreadsheets, forms, letters, reports, and other documents.
Track renewals, subscriptions, registrations, memberships, and other recurring administrative items.
Research and assist with resolving miscellaneous administrative issues.
Develop checklists and repeatable processes for recurring administrative tasks.

Special Projects and General Support

Assist the Vice President of Administration with special projects and company initiatives.
Coordinate logistics associated with office moves, renovations, furniture changes, and workspace modifications.
Gather information, obtain pricing, schedule vendors, communicate instructions, and track completion of assigned projects.
Assist other departments with administrative projects when approved by the Vice President of Administration.
Take ownership of miscellaneous assignments that do not clearly fall within another department.
Perform other duties as assigned.

Qualifications:

3+ years of administrative, office coordination, office management, or similar experience preferred.
Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and Teams.
Excellent organizational and time management skills.
Strong written and verbal communication skills.
Ability to manage multiple priorities and follow through without constant supervision.
Ability to communicate professionally with employees, vendors, clients, and leadership.
Ability to handle confidential information appropriately.
Experience in construction or a similar fast-paced business environment is preferred.

Preferred Skills:

Highly organized with strong attention to detail.
Proactive and willing to take ownership of tasks.
Resourceful and comfortable figuring out how to solve unfamiliar problems.
Strong follow through and accountability.
Comfortable working with employees at all levels of the company.
Able to shift priorities as needs arise.
Comfortable learning new technology and software.
Team-oriented with a willingness to help wherever needed.
Able to recognize what can be handled independently and what needs to be elevated to leadership.

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