Administrative Coordinator

Tarkett•Fresno, CA

48d•$70,000 - $80,000•Onsite

About The Position

The Administrative Coordinator will provide administrative and operational support within a fast-paced construction environment. This on-site position, based in the Fresno office, reports to the Regional Vice President of Operations. The role collaborates with Operations, Sales, Project Management, Finance, and external parties to manage contracts and project documentation, support compliance and job-site logistics, maintain records, and ensure smooth office operations. The ideal candidate is dependable, resourceful, adaptable, and capable of managing multiple priorities independently and collaboratively. The role involves regular interaction with various stakeholders and may require moving office materials. The employee must be able to perform essential functions with or without reasonable accommodation. Beynon Sports is part of Tarkett Sports, a company driven by innovation and a commitment to providing better solutions in sports construction and surfacing.

Requirements

3–5 years of relevant administrative, contract, compliance, construction, accounting, or operations experience.
Construction industry and construction contract experience are strongly preferred.
Knowledge of contract administration, subcontractor compliance, labor requirements, insurance, bonding, and project documentation preferred.
Working knowledge of California and other West Coast state laws and regulatory requirements is a plus.
Proficiency in Microsoft Office, particularly Word and Excel; experience with Adobe PDF, SAGE, or contract management systems preferred.
Strong written and verbal communication skills in English; conversational Spanish is preferred.
Excellent organizational, analytical, time-management, and problem-solving skills.
Exceptional attention to detail and accuracy.
Ability to prioritize and manage multiple projects, deadlines, and changing demands in a fast-paced environment.
Ability to work independently with general direction while collaborating effectively with cross-functional teams.
Professional, customer-focused approach with strong interpersonal skills.
Resourceful, dependable, flexible, and comfortable working in an evolving and sometimes ambiguous environment.

Nice To Haves

Associate degree or higher in Business Administration, Accounting, Payroll, Construction Coordination or a related field preferred.
Conversational Spanish is preferred.

Responsibilities

Coordinate the contract execution process, including obtaining signatures, tracking approvals, maintaining contract checklists, and ensuring fully executed agreements are properly filed.
Maintain organized electronic contract and project files and update contract management and business systems with accurate information.
Track key contract dates, milestones, renewals, expirations, and other contractual obligations.
Assist with contract-related questions, compliance issues, project matters, and dispute resolution by coordinating with Legal and appropriate internal stakeholders.
Support subcontractor invoices, payments, releases, and other administrative requirements as needed.
Order equipment for job sites and schedule deliveries with crew foremen.
Maintain equipment log with timely call-offs.
Make hotel/lodging reservations.
Ensure proper coding and billing for hotel and equipment.
Coordinate weekly safety Toolbox meetings, provide topics, and collect information.
Assist in material tagging, inventory, and shipping documentation.
File timely labor compliance documents (DAS142).
Coordinate project-specific contract and subcontract compliance documentation in accordance with contractual, legal, and regulatory requirements.
Collect, track, and maintain labor compliance documentation, certified payroll, subcontractor records, close-out documents, and other required project paperwork.
Coordinate required bonds, certificates of insurance, insurance renewals, and OCIP/CCIP enrollments.
Monitor outstanding compliance documentation and communicate requirements and deadlines to Project Managers, Sales, subcontractors, and other stakeholders.
Maintain awareness of applicable California and West Coast labor, contract, insurance, and compliance requirements.
Serve as a professional first point of contact for visitors, customers, vendors, drivers, and employees by answering, screening, and directing telephone calls and assisting visitors.
Maintain a welcoming, organized, and professional reception and office environment.
Provide general administrative support, including correspondence, filing, document preparation, transmittals, labels, scanning, copying, and electronic file management.
Sort and distribute incoming mail and coordinate outgoing shipments and deliveries, including UPS and other carriers.
Prepare and coordinate marketing materials, samples, brochures, presentation materials, and client packages for Sales and other departments.
Assist with annual file organization, retention, and purging in accordance with company requirements.
Provide administrative support for special projects and other duties as assigned.
Maintain accurate records and data within systems such as SAGE, Microsoft Office, contract databases, and shared drives.
Ensure documents are accurately scanned, uploaded, organized, and readily accessible.
Track outstanding items and follow up with internal and external parties to ensure timely completion.
Prepare routine reports, correspondence, spreadsheets, and other documentation as required.