Office Coordinator

Summit Line Construction, Inc.•Provo, UT

11d•Hybrid

About The Position

Summit Line Construction, a subsidiary of Quanta Services, Inc. (NYSE: PWR), is one of North America's premier utility construction companies. Headquartered in Heber City, Utah, we offer powerline and substation construction and maintenance services in a variety of utility markets. Like many Quanta operating companies, Summit Line continues to experience significant growth. As our national operations expand, we seek motivated individuals to join the team! Summit Line Construction is headquartered in Heber City, Utah with additional Utah locations in Sandy and Provo. You can also find our offices in Northern California, Reno, Las Vegas and Phoenix with project locations across the western region. We offer our team members competitive pay and benefits, rewarding work, growth opportunities, and a constructive and collaborative work environment. Position Overview: The Office Coordinator supports the Office Manager in executing the daily operations of a regional office at Summit Line Construction. This role contributes to the smooth coordination of administrative tasks, onboarding, scheduling, payroll support, document control, communication, and basic AP/AR functions. The Office Coordinator ensures efficient workflow, compliance with documentation and timekeeping requirements, and timely financial transaction processing in support of project and field teams

Requirements

Bachelor’s degree in Business, Finance, Information Technology, or a closely related field.
5+ years of experience in business operations, process improvement, reporting/analytics, compliance administration, or a related role.
2+ years of experience leading people and/or cross-functional initiatives (direct supervisory experience preferred).
Demonstrated experience developing and maintaining SOPs/policies, coordinating change management, and delivering measurable process improvements.
Experience building and maintaining business reporting (dashboards, recurring leadership packets, KPI tracking).
Advanced proficiency in Microsoft Excel (data analysis, pivot tables, complex formulas) and Microsoft Office (Word, PowerPoint, Outlook).
Experience creating and maintaining dashboards and reports in Microsoft Power BI
Valid driver’s license and ability to travel locally and within Summit’s operational geographic footprint to offices and job sites as needed.
Must be able to work independently, exercise sound judgment, and handle sensitive information with discretion.

Nice To Haves

Experience in construction, utilities, or field-based operations environments.
Familiarity with contractor/customer compliance platforms (e.g., ISNetworld) and document control practices.
Exposure to business systems and tools such as HCSS applications, Procore,D Edwards ERP, SharePoint, Smartsheet, or Salesforce.
Lean, Six Sigma, or similar continuous improvement training/certification (preferred).
Working knowledge of SQL and data modeling concepts is strongly preferred.
Experience with workflow/document platforms (e.g., SharePoint) and project tracking tools (e.g., Smartsheet) is desirable.

Responsibilities

Assist with daily office functions, ensuring administrative tasks are completed accurately and on time.
Maintain organized office supply inventory; reorder materials and coordinate vendor services.
Maintain a safe and organized office environment; schedule maintenance and cleaning services as needed.
Support the Office Manager in preparing operational reports and updates for leadership.
Schedule onboarding meetings, safety orientations, and equipment setups for new hires.
Ensure new hire documents are completed and DOT compliance paperwork is submitted and logged promptly.
Upload all onboarding documentation into HRIS and confirm readiness with field supervision and corporate HR.
Work with the Safety Team to track and validate training completions for all field employees.
Collect and review daily timesheets and crew time entries from field leaders.
Prepare accurate payroll summaries for review by the Office Manager and Payroll Department.
Track and document temporary wage/job changes for union employees.
Maintain and update the regional calendar for meetings, trainings, events, and key deadlines.
Schedule rooms, travel, and logistics for events; ensure meeting and travel details are confirmed in advance.
Distribute reminders, confirmations, and follow-ups for all scheduled activities.
Serve as a secondary point of contact for client or vendor inquiries in the Office Manager’s absence.
Draft and distribute internal communications, announcements, and meeting notes.
Provide timely and professional responses that reflect Summit Line’s service standards.
Organize, file, and upload employee, safety, and project documentation in accordance with compliance standards.
Track documentation deadlines such as certifications, license renewals, and training records.
Assist with document preparation and organization for internal audits and external reviews.
Assist with preparing and submitting project-related invoices and billing documents.
Track invoice deadlines and coordinate with project management and AR teams to ensure timely submission.
Code and submit vendor invoices and receipts for AP processing; flag discrepancies as needed.
Maintain tracking logs for outgoing invoices and incoming vendor payments.