Administrative Coordinator

This is a remote position.

Administrative Coordinator

About the Role

We are a growing civil construction firm seeking a detail-oriented Administrative Coordinator to enhance operational efficiency. You will manage critical documentation, streamline processes, and ensure seamless communication across projects.

Key Responsibilities

Documentation & Quality Assurance

• Manage and file QA documentation (waste disposal reports, air monitoring results, soil sampling data).
  
• Ensure compliance with industry standards and client requirements.
  
• Organize project folders in OneDrive following strict naming conventions.
  
• Create and update Standard Operating Procedures (SOPs).
  

Communication Management

• Monitor and respond to emails within 4 business hours.
  
• Assist project managers with administrative tasks.
  
• Manage executive calendars and meeting preparations.
  
• Facilitate information flow between leadership and stakeholders.
  

Financial Administration

• Assist with financial tasks, including preparing bulk payments.
  
• Load ABA files and verify transactions.
  
• Prepare and review financial and operational reports.
  

Operational Support

• Manage vehicle registrations and maintenance schedules.
  
• Coordinate routine operational tasks and identify process improvements.
  
• Provide administrative support to project teams.
  

Success Measures

• Documentation: 100% of QA documents filed correctly within 4 business hours.
  
• Communication: 95% of emails actioned within the 4-hour KPI, reducing client status update requests by 50%.
  
• Process Improvement: Completion of SOPs for core tasks within 6 months, with a 30% reduction in administrative time.
  

Requirements

Qualifications

Required:

• Experience as an Executive Assistant or Administrative Coordinator (construction/engineering preferred).
  
• Proficiency in Microsoft Office, especially Excel and OneDrive.
  
• Strong organizational, communication, and time-management skills.
  
• Ability to work independently and adapt to new software systems.
  

Preferred:

• Familiarity with project management/documentation tools (e.g., Trello, Komodo).
  
• Understanding of QA documentation and civil construction industry experience.
  
• Knowledge of financial administration processes.