Construction Office Coordinator

Calista Corporation•Tacoma, WA

4d•$25 - $36•Onsite

About The Position

As the Construction Office Coordinator, you will work onsite in Tacoma, WA and providing administrative support across multiple construction projects and departments, including document control, payroll, cost accounting, project startup, and closeout. This role requires a detail-oriented, proactive team player who can manage multiple priorities, maintain strong relationships with internal teams and business partners, and contribute to a fast-paced office environment. The position offers opportunities for growth into leadership roles within projects and other departments.

Requirements

Basic understanding and general knowledge of industry best practices and procedures.
Knowledge and skills in computerized accounting systems, financial reporting, and project management systems.
Excellent analytical and technical skills.
Demonstrates strong project management and organizational skills.
Exceptional time management skills.
Excellent communication skills, both oral and written, to deal effectively with a variety of interpersonal relationships and situations.
Ability to work in a team environment.
Good working knowledge of various personal computer business software applications presently used by the Company.
Ability to learn new applications.
Ability to learn and understand the Company’s Standard Operating Procedures (SOPs).
Ability to do basic math: addition, subtraction, division, multiplication, and finding percentages.
Ability to do business ethically with customers, vendors, and co-workers.
Ability to be detail oriented; superior organizational, follow-up, and records maintenance skills.
Ability to exercise resourcefulness in assisting management and co-workers.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to operate a motor vehicle in a safe and efficient manner.
Ability to work in a Native Corporation multi-business environment.
High school diploma or equivalent required.
Two (2) – five (5) years’ experience working in a similar position, construction industry required.
Valid state driver’s license and qualified to operate a vehicle under the conditions of the Company’s Driving Policy.
Ability to pass drug, driving, and background screenings.

Nice To Haves

Associate degree or equivalent in Business Administration or similar field preferred.

Responsibilities

Maintain project documents, accounting data, and payroll data in multiple software components of the Enterprise Resource Planning system (ERP) including Procore, HeavyJob, Costpoint, and OnBase.
Maintain and file paperwork, projects documents, and certified payroll.
Prepare and submit weekly payroll to accounting, verifying all timecards following union MLA guidelines.
Monitor and distribute AP email invoices and mailed AP invoices and send to accounting
Monitor and distribute invoices to Project Coordinators and Project Engineers
Request and track project bonds and insurance
Request and track all City Business Licenses and other required documents
Manage expense reports for Managers and coordinate cost-coding each month.
Reconcile cost data and documentation in the ERP system.
Submit and maintain Intents and Affidavits for projects.
Communicate with Project Coordinator that all required documentation from subcontractors and vendors is current prior to Project Coordinator releasing payment.
Assist Managers with project startup and coordinate the setup of services to support the project including accounts for vendors, subcontractors i.e. LCP tracker, CDS, B2GNOW, public agencies, utilities, etc.
Assist the Manager and Communicate with Project Coordinator regarding project closeout including the close out process for the client, subcontractors, accounting, and ERP system.
Manage and coordinate badging and security credentials for employee access to projects in locations with restricted access, such as military bases or government facilities.
Maintain all documentation necessary for employee access.
Assist with setting up accounts with vendors as needed.
Order and Maintain all Main Office Supplies
Check mail for incoming payments and complete weekly check deposits
Enter received check amounts into Procore
Develop and maintain positive working relationships with co-workers and other departments.
Plan, coordinate, and prioritize multiple projects simultaneously.
Assist Executives and senior managers with any issues that arise that require immediate action.
Maintain a high degree of situational awareness and work in a safe manner.
Perform other duties as directed.

Benefits

Competitive wages and bonus programs
Annual performance reviews with recommendations on training to achieve your goals.
Mentorship Program
Tuition reimbursement.
Health insurance through the Federal Employee Benefit Program (FEHB) with many plans to choose from with ridiculously low employee premiums.
FSA health care and/or dependent care/HSA with HDHP.
Dental and Vision Insurance.
Employee Assistance Program for you and your family.
Company paid Life Insurance, AD&D, & LTD.
Voluntary paid Life Insurance and AD&D as well as STD, Accident, Cancer/Critical illness, and Whole Life Insurance.
Paid time off
10 Regular Holidays, 1 Bonus – Work Anniversary “Floating” Holiday.
401(K) match at $0.50 on the dollar up to 6% of your contribution.