Construction Administrative Coordinator

ACCO Engineered Systems•Sparks, NV

11h•Hybrid

About The Position

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.

Requirements

High school diploma or equivalent required.
2+ years Administrative support experience required, preferably in a Construction/Contracting environment.
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.
Recognizes and respects the need to maintain confidentiality for private and sensitive information.
Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
The ability to gather and make sense of information that suggests new possibilities.
Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
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.
Commits to excellence in pursuing unselfish goals. Initiates action with collective goals takes responsibility, and shows personal humility.
Interest in seeking out new experiences, knowledge, and candid feed, back; demonstrating an openness to learning and change.
Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.
Fosters open, honest, candid and respectful communication. Effectively assesses, defines and communicates issues in a timely manner, both written and verbal.
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.

Nice To Haves

Associates degree or higher preferred.
5+ years of experience desired.

Responsibilities

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.
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
Provide and/or assist with duties regarding new hire onboarding process
Provide and/or assist with safety contacts and reporting procedures
Provide and/or assist with FTS or Mobile system time entry
Provide and/or assist with department portal navigation
Provide and/or assist with Box IPAD training (beginner to advanced)
Provide and/or assist with IT devices and general maintenance
Provide and/or assist with 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.