Job Title: Construction Administrative CoordinatorDuration: 9-month contract Location: Portland, OR (Hybrid)Pay Range: $29.20 – $32.53 per hour
The Construction Administrative Coordinator provides administrative, data management, and project support for a program project management team supporting a wide variety of programmatic construction work, including large scale utility infrastructure programs. The role is primarily responsible for collecting and processing contractor submitted information, managing construction submittals and work order documentation, validating permits and prerequisites, and maintaining accurate information across work order management, scheduling, and reporting systems. The position requires frequent coordination with internal and external stakeholders, contractors, administrative and permitting teams, and project personnel through email, Teams, meetings, and other communication channels.
Position Responsibilities- Collect and process contractor submitted forms and construction milestone submittals using established processes, including Microsoft Forms, Planner, and other applicable systems.
- Perform high volume data entry and task management within work order management and scheduling systems, ensuring information is entered accurately, completely, and efficiently.
- Process construction related information and ensure all required documentation is attached to the appropriate work orders and maintained in applicable systems.
- Review work orders to validate that required permits, prerequisites, documentation, and other conditions have been satisfied prior to advancing construction activities.
- Utilize dashboards and reports, including Power BI and Tableau, to validate processing accuracy, identify and correct data discrepancies, perform data cleanup, and support accountability and project tracking.
- Verify work order completion and related information to support accurate accounting and project closeout activities.
- Provide general administrative and project team support by completing assigned tasks within various work management and project systems, including the system of record used for work order management and data processing.
- Support management of group mailboxes by reviewing, routing, and processing incoming emails, responding or coordinating follow up as appropriate, and maintaining timely communication with process owners, contractors, stakeholders, and project team members.
- Review information received through email and other communication channels, create or update associated work order management tasks, and attach supporting documentation to the appropriate systems.
- Maintain professional, diplomatic, and effective communication through email, Teams, telephone, meetings, and other interactions while working with diverse internal and external stakeholder groups.
- Participate in weekly team meetings, workshopping sessions, and other coordination activities to support knowledge sharing, process consistency, team cohesion, and continuous improvement; work closely with administrative and permitting teams on a daily basis and with project management personnel as needed.
- Maintain process instructions for contractor submittal forms and support training of new staff on established procedures, while adapting to changing program needs, priorities, systems, and processes and identifying opportunities to improve administrative and project support activities.
Position Requirements- High school diploma plus 2+ years of experience in progressive administrative support, secretarial positions, project administration, data entry, clerical functions, or an equivalent combination of education and experience.
- 2+ years of experience performing data entry and other clerical functions in a professional work environment.
- Strong proficiency with Microsoft Office Suite, including Outlook and Excel, and demonstrated ability to learn and navigate multiple computer applications and systems of varying complexity.
- Ability to perform high volume data entry and task management with a high degree of accuracy, attention to detail, and efficiency.
- Strong interpersonal and communication skills, with the ability to communicate professionally and diplomatically with internal and external stakeholders, contractors, and diverse work groups.
- Demonstrated patience, persistence, and willingness to ask questions, seek clarification, and follow up as needed to obtain complete and accurate information.
- Ability to independently make appropriate decisions within established processes and recognize when additional expertise, guidance, or escalation is needed.
- Strong organizational, multitasking, and problem solving skills, with the ability to manage competing priorities and work effectively under time pressures.
- Ability to maintain professionalism in written and verbal correspondence and telephone interactions, including during periods of high workload or pressure.
- Ability to adapt to changing priorities, processes, systems, and program needs in a fast paced environment with significant demands.
- Ability to recognize and effectively work with diverse customer and work groups while demonstrating respect for differing perspectives, beliefs, and value systems.
- Ability to learn applicable utility standards, processes, work order requirements, permitting requirements, and organizational roles and responsibilities.
- Strongly preferred experience in the utility industry, particularly experience supporting construction execution, distribution operations, permitting, or related utility project activities.
- Preferred experience with construction administration or construction project management, including experience processing Requests for Information (RFIs) or similar construction documentation.
- Preferred experience with Excel beyond basic data entry, including working with reports, data validation, data cleanup, or other administrative data management activities.
- Preferred knowledge or experience related to utility construction requirements, permitting, or coordination involving regulatory agencies, municipalities, utility standards, underground utility locates, easements, right of way, or private communications.
Must Have:- 2+ years of administrative, project administration, data entry, or related clerical experience with strong attention to accuracy and detail.
- Strong technology skills, including proficiency with Microsoft Office Suite, Outlook, Excel, and the ability to learn and navigate multiple work management and data systems.
- Strong interpersonal and communication skills, including professionalism, patience, persistence, and willingness to follow up and ask questions to obtain the information needed.
Nice to Have:- Strong Excel proficiency and experience working with dashboards, reports, data validation, or data cleanup.
- Experience processing or managing RFIs or similar construction documentation.
- Construction, construction project management, project administration, or utility industry experience, particularly experience supporting construction execution and permitting.
Everest Consultants is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state, or federal civil rights laws. #IND