What are the responsibilities and job description for the Construction Admin. Coordinator position at BizTek People, Inc. | APA International Placement Consultants?
Description
The Construction
Administrative Coordinator is responsible for collecting and processing
contractor-submitted information for construction projects. Ensures all
required documentation is attached to work orders, validates permits and
pre-requisites are satisfied, and interacts with Power BI dashboards and
Tableau reports for accountability and project tracking. Supports program email
management, facilitating communication between process owners and stakeholders.
Provides general project team support, executing tasks within various systems, such as Maximo, Our work order system of record, for efficient task
management and data processing. Adaptable role, subject to change with the
evolving needs of the program.
Preferred job
skills: Any prior construction admin/project management or utility experience
(especially in distribution operations) supporting construction execution and
required permitting and documentation. OPUC, municipalities in Oregon, NESC
standards, private communications, UG locates, easements and right of way
experience desired.
RESPONSIBILITYS
- Gaining access to our
workorder management tools, learning all the players and getting
introductions, learning as much as possible about the challenges we have
in the work and finding ways to support the work.
- Learning company standards and
all the players, it can be a little overwhelming, but we will be
supporting this person.
- High volume of data entry
requires focus, accuracy, and speed.
- Maintaining professionalism
in correspondence and phone etiquette under pressure
- Independently making
appropriate decisions and knowing when to seek other expertise.
- Multitasking- utilizing and
navigating computer applications each day that vary in complexity.
- Applying good problem-solving
skills under time pressures.
- Recognize and adapt to
diverse work groups and customer groups honoring differing beliefs and
value systems.
- This can be a very fast paced
environment with significant demands. Adaptability, flexibility, and
change readiness is essential to meet changing priorities.
- Clerical Support: 75%
- Collect and process
contracted submitted forms using Microsoft Forms and Planner
- Heavy data entry and task
management in work order management and scheduling systems
- Validates processing accuracy
using dashboards and reports.
- Data clean up using
dashboards and reports.
- Verify work order completion
for accounting.
- Support Management of Group
Mailbox: 20%
- Review, route and/or process
emails for the team
- Insert and update work order
management tasks associated with acquired information.
- Attach documentation acquired
via email in a variety of systems.
- Task Management Process
Documentation (5%)
- Maintain process instructions
for contractor submittal forms
- Support training new staff on
process instructions
Requirements
Requirements
- High school diploma plus 2
years of experience in progressive administrative support and secretarial
positions, project administration, or equivalent combination of education
and experience.
- 2 years’ experience with
data entry and other clerical functions.
- Utilities experience Strong
preferred.
- Technology, this role will be
in Outlook all day, working in our system of record, and coordinating with
team and contractors. Must have good comfort level with Excel and
Microsoft Office Suite.
- Interpersonal skills are a
must. We have constant interactions with the greater project team. We need
professional and diplomatic communication skills. This needs to be coupled
with patience and understanding.
- Willingness to follow up and
ask questions over and over till you get the answers you need.
Top 3 Nice-To-Haves (Hard
and/or Soft Skills)
- Excel proficiency
- RFI processing/management
- Construction/construction
project management experience
