What are the responsibilities and job description for the Construction Office Coordinator position at Hughes Group LLC?
Job Title: Construction Office Coordinator
Reports to: Director of Construction
Location: HQ, Tacoma, WA
Schedule: Monday - Friday
Hours: 8:00 am to 5:00 pm
Description: Responsible for the overall administrative, office coordination, and operational functions within the construction department.
Tasks and Responsibilities:
- Manage construction office operations, including scheduling, record keeping and filing systems.
- Monitor office supplies and equipment, ordering and restocking as needed.
- Manages and oversees construction equipment, and vehicle tracking and quality control.
- Collaborates with finance on the construction department budget analysis and monitors office expenses to ensure the department is staying within allocated budget.
- Handles all construction department purchase ordering and invoicing processes in collaboration with the finance department.
- Oversees construction department employee timekeeping, attendance and leave management.
- Ensure that all office processes and personnel adhere to and are in compliance with all company policy & procedures, industry regulations and meet any legal requirements.
- Facilitate communication between the various construction site personnel and office staff.
- Assists with resolving issues and conflicts that may arise within the office or between office and field personnel, while escalating matters to senior management when necessary.
- Liaise with Director, project manager and other stakeholders to ensure smooth project progress.
- Ensure proper document flow between office and construction sites.
- Track and organize project related correspondence, RFI’s (Requests for Information), and submittals.
- Review and distribute constructionrelated documents such as contracts and change orders.
- Manage office communication systems, including phone lines and email accounts.
- Coordinate with vendors and subcontractors for timely delivery and services.
- Safeguard confidential information and maintain data security protocols.
- Manage document version control and access permissions.
- Generates regular reports on office operations, expenses and project related activities for managements review as needed.
Qualifications:
- 3 years in construction site or project management. (preferred)
- 3 years in office management.
- Ability to communicate effectively with all levels of staff.
- Ability to problem solve conflicts between different project members and staff.
- Strong organizational skills.
- Attention to detail.
- Ability to work in a fastpaced environment and be a proactive problem solver.
- Strong leadership skills.
- Strong in current MS Office package, Word, Excel, Outlook, PowerPoint, and other applications.
Education:
- Bachelor’s degree in business administration or similar.
Physical Requirements:
- Ability to lift up to 25 lbs.
Benefits:
Dental insurance
Health insurance
Paid time off
Vision insurance
401K Non Matching
