Job Description
Job Description
Position Overview
The Project & Office Coordinator is responsible for providing administrative and operational support to the company’s project management and field operations. This position helps ensure that new employees are properly onboarded, materials and subcontractor documentation are organized and processed, project records remain current, and day-to-day office operations run smoothly.
This is a hands-on coordination role that requires strong organization, attention to detail, communication skills, and the ability to manage multiple projects and priorities at the same time.
Key Responsibilities
Employee Onboarding & Administrative Support
- Prepare and coordinate new hire paperwork and onboarding documentation.
- Assist new employees with completing applications and setting up accounts for company-required software, systems, and platforms.
- Maintain accurate employee records and documentation.
- Help ensure new hires have the information, tools, and access needed to get started successfully.
Project & Project Manager Support
- Provide administrative support to Project Managers throughout the life of a project.
- Maintain organized project files, documentation, correspondence, and records.
- Assist with tracking project information, deadlines, paperwork, and outstanding items.
- Coordinate information between Project Managers, subcontractors, vendors, and office staff.
- Help ensure required project documentation is completed, organized, and readily accessible.
- Assist with general project coordination and follow-up as needed.
Material Planning & Procurement
- Assist Project Managers with determining material needs for upcoming and active projects.
- Prepare and place material orders.
- Coordinate with suppliers regarding availability, pricing, delivery schedules, and order status.
- Track material orders and deliveries to help ensure materials arrive when needed.
- Maintain records of material purchases, orders, and related documentation.
Subcontractor Administration
- Collect, organize, and maintain subcontractor paperwork and required documentation.
- Assist with subcontractor onboarding and compliance requirements.
- Process and coordinate subcontractor invoices and payments.
- Communicate with subcontractors regarding paperwork, invoices, documentation, and payment status.
- Maintain accurate subcontractor records.
Office Management
- Manage day-to-day administrative needs of the office.
- Coordinate office supplies, equipment, mail, shipping, and deliveries.
- Maintain and troubleshoot basic office equipment and coordinate service when necessary.
- Organize and maintain office files and records.
- Assist with scheduling, communications, and other general office needs.
- Support company leadership and staff with miscellaneous administrative tasks as needed.
Qualifications & Skills
- Strong organizational and time-management skills.
- Excellent attention to detail and follow-through.
- Ability to manage multiple projects, deadlines, and priorities.
- Strong written and verbal communication skills.
- Comfortable working with computers, software applications, email, spreadsheets, and online systems.
- Ability to learn and navigate new company software and technology.
- Professional and effective communication with employees, Project Managers, subcontractors, vendors, and customers.
- Ability to work independently while also functioning effectively as part of a team.
- Construction industry or project administration experience is preferred but not required.