Construction Office Coordinator

Job Title: Construction Office Coordinator

Job Summary:
A construction office coordinator is primarily responsible for providing clerical, accounting, and administrative support to the construction team, including tasks like answering phones, scheduling meetings, managing office documents, preparing project paperwork and payroll timecards, maintaining filing systems, data entry, coordinating with vendors, and ensuring the office runs smoothly by handling general office tasks like ordering supplies. 

Duties/Responsibilities:
General office management:
•    Answering phone calls and directing inquiries 
•    Managing email correspondence 
•    Scheduling meetings and appointments 
•    Maintaining office supplies and ordering as needed 
•    Greeting visitors and managing the reception area 
Project administration:
•    Preparing and distributing project documents (contracts, change orders, purchase orders, subcontracts) 
•    Data entry and updating project spreadsheets 
•    Filing and organizing project documents 
Accounting / Payroll:
•    Assist in collecting and assembling all Subcontractor Certified Payroll Reports weekly on projects requiring certified payroll.
Vendor and subcontractor coordination:
•    Obtaining quotes from vendors and subcontractors 
•    Processing invoices and payments 
•    Managing vendor relationships 
Meeting support:
•    Preparing meeting agendas and materials 
•    Taking meeting minutes and distributing summaries 
•    Coordinating meeting logistics (location, site meetings) 
Administrative tasks:
•    Copying and printing documents 
•    Preparing reports and presentations 
Performs other duties as assigned. 

Required Skills/Abilities: 
•    Strong computer skills (Microsoft Office Suite, project management software) 
•    Excellent communication and interpersonal skills 
•    Attention to detail and accuracy 
•    Organizational and time management skills 
•    Ability to work independently and as part of a team 
•    Basic understanding of construction terminology and processes 

Education and Experience: 
•    High school diploma or equivalent, Bachelor’s Degree preferred; however, a combination of education and relevant experience wherein the knowledge, skills and abilities to perform the position’s duties and responsibilities have been adequately demonstrated is acceptable.

Working Conditions:
The physical and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: 
•    Sedentary Work Category – The employee exerts up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push pull or otherwise move objects, including the human body. 
•    While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit, use hands to touch or feel, and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision and distance vision. 
•    The noise level in the work environment is usually quiet to moderate.

Work Environment: 
While performing the duties of this job, the employee is exposed to weather conditions and other elements prevalent at the time. The noise level in the work environment is usually minimal.

This description is not intended to be, nor should it be construed as an all-inclusive list of responsibilities, skills or working conditions associated with the position. It is intended to accurately reflect the activities and requirements of the position, but duties may be added, deleted, or modified, as necessary. This description does not constitute a written or implied contract of employment.