Administrative Coordinator

INTRODUCING DAKOTA MATTING & ENVIRONMENTAL SOLUTIONS: WHO WE ARE

With vast capital investments within the Electrical Utility Industry, Dakota Matting & Environmental Solutions stands proud in contributing to our nation’s infrastructure expansion. Through innovative access solutions, coupled with an unwavering commitment to environmental responsibility, we play a pivotal role in fostering the sustainable growth of essential utilities.

As a woman-owned and minority-owned business, we bring a unique perspective and competitive edge to the industry. We have the ability to attract and retain top talent due to our collaborative work environment and rewarding culture. As one of the very few independently owned and operated companies in this field, we are able to make common sense decisions that always put our clients first, and this is the reputation that we have garnered.

As we are continuously growing, we are looking for an Administrative Manager to join our passionate team.

As an Administrative Coordinator at Dakota Matting & Environmental Solutions, you serve as the administrative and operational liaison between regional operations and corporate functions. This role promotes operational continuity and administrative discipline by supporting both office and field personnel while reinforcing accountability, communication, and process consistency across the region. The Administrative Coordinator plays a key role in maintaining alignment between regional construction operations and corporate standards in a fast-paced environment.

This is an in-person role based at our yard in Rochelle, Illinois, and requires a consistent on-site presence to support day-to-day office operations.

• Oversee day-to-day office operations to maintain a clean, organized, and professional work environment.
• Manage office supplies, equipment, inventory, and vendor relationships.
• Coordinate incoming and outgoing mail, packages, and deliveries.
• Ensure common areas, meeting rooms, and shared spaces remain orderly and fully stocked.

• Serve as a welcoming and reliable point of contact for employee needs and inquiries.
• Assist with new-hire onboarding, including preparation of materials, orientation coordination, and crew scheduling.
• Provide general assistance to field teams, including travel coordination, lodging arrangements, and logistical support.

• Assist project managers and operational staff with document preparation, filing, data entry, and record maintenance.
• Support scheduling, calendar management, and meeting coordination across departments.
• Maintain accurate job files, safety documentation, compliance records, and administrative logs.
• Coordinate with external vendors and service providers to ensure timely and effective office support.

• Serve as the first point of contact for visitors, callers, and external partners.
• Facilitate communication between office staff, field personnel, and leadership.
• Serve as a liaison between regional operations and corporate functions, coordinating documents, distributing policies, and ensuring timely and accurate administrative processes.
• Verify employee time entries for accuracy, completeness, and payroll schedule compliance before final processing.
• Contribute to a professional, supportive, and collaborative office environment.

At Dakota, we take on and execute some of the most challenging access jobs in the country. To help us successfully execute our jobs, the Administrative Coordinator will need these qualifications:

• High school diploma or equivalent required; associate or bachelor's degree in Business Administration, Construction Management, Project Management, or related field preferred.
• 2+ years of experience in administrative coordination, operations support, payroll support, or construction-related office environments preferred.
• Strong organizational and multitasking abilities with high attention to detail.
• Excellent interpersonal and communication skills with a professional, customer-service mindset.
• Basic understanding of payroll processes, timekeeping systems, or willingness to learn payroll compliance requirements.
• Proficiency in Microsoft 365 applications, including Outlook, Excel, Word, Teams, and SharePoint.
• Ability to work effectively in a construction-oriented, fast-moving environment.
• Demonstrated reliability, discretion, and ability to handle confidential information.

The Heart and Soul of Dakota are our people. We want to provide you with the best possible employee experience, so you can be happy and effective within your job. Some of the great benefits of joining our team include the following:

• Comprehensive Benefits Package: Your health and well-being matter to us. As part of our commitment to your health and financial security, we offer comprehensive benefits, including health insurance, dental insurance, vision…