Office Coordinator and Project Management Assistant

Description

Job Overview: This position is responsible for general office administration and assisting project management workflow. 

Responsibilities and Duties:

• Office Coordination
• Ensure electronic filing system stays organized + continuous improvement
• Coordinate, issue, and/or organize purchase orders
• Reconcile A/P invoices and receiving to verify delivery before payment processing
• Review timekeeping and payroll registers for accuracy
• Incoming communications: office phone, web inquiries, company email
• Become resident expert in timekeeping, payroll, and expense management software (currently: Paylocity and Concur) 
• Coordinate travel arrangements

Project Management Assistance

• Maintain filing system + continuous improvement, digitize legacy paper files
• Invoicing and accounts receivable, in conjunction with the project manager
• Purchasing, tracking orders
• Coordinate freight shipping activities
• Maintain project schedules
• Maintain master schedule for all projects and resource allocation 
• Maintain welder continuity logs
•  Coordinate travel arrangements

Human Resources Coordination

• Employee onboarding
• Employee training program
• Fitness for duty program
• Other duties not specifically listed which are essential to this position and the success of the organization

Requirements

Qualifications:

• Exemplary work ethic and personal integrity
• High school diploma required (some college or bachelor’s degree preferred)
• Two+ years of general office administration experience
• Must be proficient using Word, Excel, Outlook, PowerPoint, and PDF editing software, MS Project experience is a plus
• Must be able to maintain confidentiality and handle sensitive information with maturity
• Must have excellent communication skills (written and verbal)