Office Coordinator

COMPENSATION:

The base hourly rate is $25.00-$36.25. This range represents the anticipated low and high end of the hourly rate for this position. Actual hourly rates will vary and are based on factors such as a candidate’s qualifications, skills, and experience. A bonus may be provided as part of the compensation package as outlined in the company’s bonus policy.

JOB SUMMARY:  

The primary focus of the Office Coordinator is to provide a wide range of administrative support to multiple construction projects and departments, including document control, cost accounting, project startup, and closeout. To be successful in this role, the Office Coordinator should be a collaborative, proactive, flexible, and self-motivated team player with strong communication skills. The Office Coordinator is required to cultivate and maintain positive relationships with our business partners and provide excellent customer service to our clients while upholding the company’s core values. They must also be able to work in a fast-paced environment while consistently maintaining a professional and approachable demeanor.

The Office Coordinator role is an integral part of the team with opportunities for growth and career pathways into leadership roles in projects and other departments.    

ESSENTIAL FUNCTIONS:    

• Maintain project documents, accounting data, and payroll data in multiple software components of the Enterprise Resource Planning system (ERP) including Procore, HeavyJob, Costpoint, and OnBase.
• Manage expense reports for Managers and coordinate cost-coding each month. Reconcile cost data and documentation in the ERP system.
• Submit and maintain Intents and Affidavits for projects.
• Periodically assist the Project Coordinator with submission of required project documentation form subcontractors, clients, or vendors as needed. 
• Assist Managers with project startup and coordinate the setup of services to support the project including accounts for vendors, subcontractors, public agencies, utilities, etc. 
• Assist the Manager with project closeout including the close out process for the client, subcontractors, accounting, and ERP system. 
• Manage and coordinate badging and security credentials for employee access to projects in locations with restricted access, such as military bases or government facilities. Maintain all documentation necessary for employee access. 
• Assist with setting up accounts with vendors as needed.
• Develop and maintain positive working relationships with co-workers and other departments.
• Plan, coordinate, and prioritize multiple projects simultaneously.
• Assist Executives and senior managers with any issues that arise that require immediate action.
• Maintain a high degree of situational awareness and work in a safe manner.
• Perform other duties as directed.

SUPERVISORY FUNCTIONS:

This position has no supervisory responsibilities. 

KNOWLEDGE, SKILLS, & ABILITIES:

• Basic understanding and general knowledge of industry best practices and procedures.
• Knowledge and skills in computerized accounting systems, financial reporting, and project management systems.
• Excellent analytical and technical skills.
• Demonstrates strong project management and organizational skills.
• Exceptional time management skills.
• Excellent communication skills, both oral and written, to deal effectively with a variety of interpersonal relationships and situations. 
• Ability to work in a team environment.
• Good working knowledge of various personal computer business software applications presently used by the Company. 
• Ability to learn new applications.
• Ability to learn and understand the Company’s Standard Operating Procedures (SOPs).
• Ability to do basic math: addition, subtraction, division, multiplication, and finding percentages.
• Ability to do business ethically with customers, vendors, and co-workers. 
• Ability to be detail oriented; superior organizational, follow-up, and records maintenance skills.
• Ability to exercise resourcefulness in assisting management and co-workers.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. 
• Ability to write routine reports and correspondence.
• Ability to operate a motor vehicle in a safe and efficient manner.
• Ability to work in a Native Corporation multi-business environment.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent required
• Associate degree or equivalent in Business Administration or similar field preferred.
• Minimum of 2-5 years’ experience working in a similar position, construction industry preferred.
• 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 screening.

BENEFITS PACKAGE:

• Competitive wages and bonus programs – We believe in developing our employees to progressively advance in their careers.  We achieve this by providing you with annual performance reviews with recommendations on training to achieve your goals.
• Mentorship Program designed for employees to formalize a working relationship between seasoned professionals and young professionals to develop specific areas of knowledge to grow their careers within the family of companies.
• 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, and LTD.
• Voluntary paid Life Insurance and AD&D as well as STD, Accident, Cancer/Critical illness, and Whole Life Insurance.
• Paid time off (based on an employee having 2080 paid regular hours per year (40 hours per week). May increase per years of service in eligible status.)
• 0-2 years 15 days
• 3-5 years 23 days
• 6-9 years 27 days
• 10-14 years 30 days
• 15-19 years 33 days
• 20 or more years 37.5 days
• 10 Regular Holidays, 1 Bonus – Work Anniversary “Floating” Holiday. Eligible after 1 year of service, must be taken within the calendar year.
• 401(K) match at $0.50 on the dollar up to 6% of your contribution.

*Benefits may vary based on status of position and subject to associated plan eligibility provisions, or company handbook. For questions, please email the Human Resources Department at recruitment@calistabrice.com   

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
 
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
 
The statements contained in this job description are intended to describe the general content and requirements for performance of this job.  It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
 
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.

Salary : $25 - $36