Construction Administrative Coordinator

General Job Description: The Construction Administrative Coordinator will be primarily responsible for administrative functions for Construction Operations. Responsibilities include the onboarding and off boarding functions of signatory personnel, requesting labor, supporting employees through the new hire process, tracking of various departmental staff information, 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 request and dispatch information as needed
• Coordinate with IT and/or HR for resolve of any issues regarding the on/off boarding process.
• Ensure time sheets 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 of 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 task.
• Assist payroll and Construction Supervision in collecting and processing of 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 (Skills, Work Experience, Education, Certifications, Licenses, etc.):

• High school diploma or equivalent required. Associates degree or higher preferred.
• 2+ years Administrative support experience required, preferably in a Construction/Contracting environment. 5+ years of experience desired.
• Strong verbal and written communications skills suitable for all business levels.
• Extensive computer knowledge and experience in various business and corporate software technologies
• Microsoft Office: Word, Excel, Project
• Google Workspace: Gmail, Docs, Calendar, Sheets, Forms
• Others: Smartsheet, Box, Bluebeam
• Able to utilize applications on handheld device
• Internet - Provide detailed data searches and online applications.
• Attention to detail and ability to organize data
• Able to demonstrate consistent and reliable attendance.
• Able to learn new programs and processes.
• Demonstrated experience with producing and editing work product documents with accuracy.
• Well organized with ability to multitask between several projects delegated by multiple parties.
• Demonstrated experience as a team player and able to achieve assigned performance goals.
• Ability to handle pressure and hectic pace.

ACCO Competencies:

• Confidentiality: Recognizes and respects the need to maintain confidentiality for private and sensitive information.
• Perseverance: Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Insight: The ability to gather and make sense of information that suggests new possibilities.
• Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
• Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture: Understands and contributes to organizations' short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
• Motivation / Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals takes responsibility, and shows personal humility.
• Technical Curiosity / Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feed, back; demonstrating an openness to learning and change.
• Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.
• Communication: Fosters open, honest, candid and respectful communication. Effectively assesses, defines and communicates issues in a timely manner, both written and verbal.
• Professionalism: Respectfully observes and challenges the status quo with intent for improvement. Is able to take direction, accept feedback, and take full responsibility for his/her actions. Leads by example through positive influence and ethical leadership with consideration of the entire organization.

Physical Requirements:

(The physical demands 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).

• The employee may regularly lift and /or move up to 10 pounds, and occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by this job include Close vision and Distance vision.
• While performing the duties of this Job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
• The employee is regularly required to walk and sit; climb or balance and stoop, kneel, crouch, or crawl (for purposes of filling photocopiers/printers).
• As the employee maintains and orders supplies to the Project Group, the employee is occasionally required to reach above shoulder height to access storage cabinets and mail cubicles.
• Regular and routine attendance, occasional mandatory overtime will be required.

Hours: This is a non-exempt position. Workdays are scheduled from Monday through Friday. Typically, work hours begin and end between 7:00 am and 5:00 pm as scheduled with the position''s supervisor, with a minimum thirty-minute and maximum one-hour break for lunch, and two rest breaks. Occasional overtime may be necessary per business needs.

Travel: Periodically visit regional offices under the direction of Management

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