Office Coordinator

William Charles Construction • Springfield, IL

5d • Onsite

About The Position

William Charles Construction, a MasTec Company, is currently hiring an Office Coordinator in our Springfield, IL office. This is an on-site position Monday-Friday. The Office Coordinator supports daily office operations and construction project teams by managing incoming calls, mail, guests, and shipments while maintaining organized filing systems. The role provides administrative support across departments, including assisting with jobsite setups, project documentation, subcontractor payment verification, and project closeout activities. The Office Coordinator ensures efficient communication between internal teams and external vendors to support smooth project execution.

Requirements

• High School Diploma or equivalent
• 1 to 3 years Office Coordinator/Reception experience in a fast-paced environment
• Working knowledge of Microsoft Office
• Working knowledge of basic office practices
• Ability to effectively communicate orally and in writing, in person and by telephone
• Operating telephone equipment and receiving/transferring of incoming calls
• Any combination of equivalent education and work experience will be considered

Responsibilities

• Receiving and routing incoming phone calls received by field personnel
• Greets guests and establishes their needs to direct them to the appropriate person
• Picking up and sorting incoming mail as well as delivering mail to appropriate interoffice recipients, including post office pickup/drop off
• Creates UPS and FedEx shipments and delivers received packages as needed
• Entering data into computer programs for various projects
• Supporting various departments on tasks including new jobsite trailer setups/field site needs
• General office duties such as ordering/maintaining office supplies
• Work with project controls and compliance to verify payment status for subcontractors
• Assist Project Managers and Project Engineers with project closeout documentation
• Cross-functional support with Accounts Payable and Project Management teams
• Communicate with vendors regarding closeout, startup, and other documentation across contracts
• Serve as point of contact for administrative and operations across project teams
• Maintain both physical and digital filing systems
• Will provide other duties as assigned

Benefits

• Competitive pay - $23.00 – $27.00/hour, commensurate with experience
• 401(k) with company match
• Employee Stock Purchase Plan (ESPP)
• Flexible spending account (Healthcare & Dependent care)
• Medical, Dental, and Vision insurance (plan choice) - coverage for spouse, domestic partner, and children
• Diabetes Management
• Telehealth Coverage
• Prescription Drug Plan
• Pet Insurance
• Paid Time Off
• Paid Holidays
• Bereavement Leave
• Military Leave, including Differential Pay and Benefits Continuation
• Employee Assistance Program
• Short and long-term disability
• Life insurance
• Accidental death & dismemberment
• Voluntary life insurance, accident, critical illness, hospital indemnity coverage
• Emergency Travel Assistance Program
• Group legal plan

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED