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.
Position Requirements:
High school diploma or equivalent required. Associates degree or higher preferred.
2+ years Administrative support experience required, preferably in a Construction/Contracting environme
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.