Office Coordinator

Compensation: $60,000.00 - $65,000.00/year

We are in search of our next great team member! We are looking for someone who is organized, task focused, sociable and ready to jump in and help where and when needed. This role plays a huge part in our success. The successful candidate will manage office communications and facilitate key tasks and procedures. They will also perform a number of administrative support and customer service tasks to ensure efficient operation of their office environment.

This position will be on site and is not a remote position.

• Hire new employees
  • Create and maintain new hire packets
  • Set up and order company phones, business cards, company credit cards, computers, etc.
  • Conduct new hire orientations including About Time and safety training
• Employee info tracking
  • Track available sick days, benefits, pay rates, start dates
  • Track assets assigned to the employee (trucks, phones, etc.)
• Fleet tracking
  • Maintain records of company vehicle assignments
  • Maintain schedule and records of fleet preventative maintenance
  • Help update insurance and registration for all vehicles, equipment, and trailers
• Employee info
  • Process merit and status change forms
  • Process personal information changes
  • Process vacation requests
  • Maintain employee files
• Employee promotions
  • Submit orders for company phones, business cards, company credit cards, computers, etc.
  • Request credit cards & limit adjustments
  • Keep employee phone list updated

• Train employees on About Time/Work Max and setting up devices
  • Daily time and authenticate time records
  • Monitor and process per diem
  • Process time off requests in About Time/Work Max & submit approved paperwork to corporate
  • Approve daily time records
• Assist employees with questions regarding checks, time off, and vacation time

• Order and stock office equipment and supplies
• Order shirts, hats, sweatshirts, gloves, and misc. safety gear as requested

• Order devices for employees; company phones, tablets, and laptops and assist with setup
• Work with the IT department to order and set up devices for new and promoted employees
• Work with Human Resources and IT to resolve miscellaneous tech issues (locked out of UKG app, issues with Work Max, etc.)
• Serve as the IT department's point of contact for the branch

• Enter job information into Sage software, including estimates and contracts
• Review contracts and secure all requested documentation
• Enter change orders in system
• Enter all sub-contracts (insurance and other documents)
• Create SOVs and enter in system
• Request / secure / renew
  • Building permits
  • State and city business licenses
  • Insurance certificates
  • Bonds and consent of surety (for projects or bids)
  • Supplier lien waivers and finals
  • Pre-liens
  • Permit/manufacturer inspections
  • Insurance for each job
  • Payment & performance bonds as needed
• Submit wage decisions for prevailing wage to Phoenix
• Prepare job books (print and bind)
• Run job cost reports, labor reports, and billing worksheets
• Prepare WIP notes
• Enter job info into FCS
• Invoice jobs and make collection calls on invoices; track payment and overdue accounts
• Close out jobs in Sage
• Assist in job close out documents with PM

• Assist in ordering product through vendors
• Create POs in Timberline – providing information to the requestor and the vendor
• Track purchase order costs on ongoing jobs

• Communicate with customers to gather information needed for service work orders
• Enter work orders into Sage and FCS
• Assist services manager in dispatching service calls as needed
• Assist in monitoring service progress and follow up with techs and clients when requested, providing status updates and pictures
• Calculate costs and invoice customers, monitor payments, and call customers as needed

• Assist Safety Manager with accident/injury paperwork and inquiries

• Weekly payment projections for corporate
• Handle questions/discrepancies regarding payroll, benefits, vacation time, lodging, and all policies
• Record and track all invoicing, payments, and change orders
• Set up new customers in AR system
• Bi‑weekly, fill out and send in Visa Recaps in Concur and Home Depot recaps for those…