Project Administrative Coordinator

Calista Corporation•Fairbanks, AK

21h•$26 - $30•Onsite

About The Position

As the Project Administrative Coordinator, you will work onsite in Fairbanks, Alaska and provide administrative and operational support to the Project Administrative Manager and project teams to ensure efficient project administration and office operations. You will assist with maintaining organized project documentation, coordinating administrative processes, and supporting compliance and reporting requirements associated with construction projects. The role also supports general office operations, communication flow, and logistical coordination to help ensure project teams have the administrative resources needed to operate effectively. You will serve as a key support role between project teams, subcontractors, vendors, and internal departments to help maintain accurate records, timely documentation, and efficient project administration throughout the project lifecycle.

Requirements

Exceptional customer service and interpersonal skills with the ability to interact professionally with employees, subcontractors, vendors, and visitors.
Ability to provide administrative support in a fast-paced project or construction environment.
Ability to maintain accurate project files, documentation, and administrative records in both electronic and paper formats.
Excellent organizational and time management skills with the ability to prioritize tasks effectively.
Strong attention to detail and the ability to manage multiple tasks while maintaining accuracy.
Excellent oral and written communication skills.
Ability to manage multiple assignments, prioritize competing deadlines, and complete tasks in a timely manner.
Ability to work independently with minimal supervision as well as collaboratively in a team environment.
Working knowledge of Microsoft Office Suite (Word, Excel, Outlook).
Ability to learn and effectively utilize new software programs, project management systems, and administrative tools.
Ability to learn, understand, and apply Company Standard Operating Procedures (SOPs) and administrative processes.
Ability to perform basic mathematical functions including addition, subtraction, multiplication, division, and percentages.
Ability to maintain confidentiality and handle sensitive company and project information appropriately.
Ability to develop and maintain positive working relationships with employees, vendors, subcontractors, and customers.
Ability to read and interpret documents such as safety rules, instructions, procedure manuals, and project-related documentation.
Ability to prepare routine correspondence, reports, and administrative documentation.
Ability to maintain a professional appearance, attitude, and demeanor when interacting with internal and external stakeholders.
Ability to organize and track large volumes of project documentation and administrative records.
Ability to coordinate administrative tasks across multiple projects simultaneously.
Ability to communicate effectively with field personnel, project managers, subcontractors, and administrative staff.
Ability to identify administrative issues or documentation gaps and proactively communicate solutions.
Strong problem-solving skills and the ability to adapt to changing priorities and project needs.
Ability to operate a motor vehicle safely and efficiently.
Ability to work in a Native Corporation multi-business environment.
High School Diploma or equivalent required.
Minimum of two (2) years of administrative or office support experience 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

Basic understanding of construction project documentation and administrative processes preferred.
Knowledge of basic construction terminology, project workflows, and document control practices preferred.
Associate’s degree in Business Administration, Office Administration, or a related field preferred.
Experience supporting construction, engineering, or project-based environments preferred.
Experience working with project documentation, document control systems, or construction project files preferred.

Responsibilities

Provide direct administrative support to the Project Administrative Manager and project teams.
Provide front desk support as needed, including greeting visitors, answering incoming phone calls, and directing inquiries when reception coverage is unavailable.
Assist with project setup and closeout activities, including organizing job files and maintaining project documentation.
Support union onboarding and offboarding processes under the direction of the Project Administrative Manager.
Maintain organized paper and electronic filing systems for project and administrative records.
Assist with the preparation, routing, and tracking of project documentation.
Assist with Disadvantaged Business Enterprise (DBE) good-faith effort documentation in support of project estimates.
Support preparation and tracking of subcontractor and vendor documentation as directed.
Assist with maintaining project logs and administrative tracking documents.
Coordinate incoming and outgoing project-related paperwork and inter-office communications.
Sort and distribute incoming mail and prepare outgoing packages.
Track, order, organize, and restock office and project supplies.
Maintain company contact lists, project directories, and administrative records.
Assist with data entry related to project documentation, compliance records, and administrative logs.
Assist with travel arrangements, including hotels, airfare, and rental vehicles.
Coordinate conference room scheduling and assist with meeting preparation.
Perform general administrative duties including copying, scanning, mailing, and document management.
Assist with errands and deliveries as needed.
Maintain office common areas in an orderly and professional manner.
Plan, coordinate, and prioritize multiple assignments simultaneously.
Assist with tracking project insurance certificates, subcontractor compliance documentation, and vendor qualification records as directed.
Support the preparation and organization of project compliance documentation, including certified payroll records, lien waivers, and subcontractor documentation when required.
Assist with coordination of project startup documentation, including project folders, contact lists, and administrative checklists.
Maintain confidentiality of company, project, employee, and subcontractor information.
Assist project teams with preparation of reports, meeting minutes, and project correspondence as requested.
Work in a constant state of alertness and in a safe manner.
Perform other duties as assigned.

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
Regular Holidays, 1 Bonus – Work Anniversary “Floating” Holiday.
401(K) match at $0.50 on the dollar up to 6% of your contribution.