Coordinator Office

At VCI Construction, as an Administrative Assistant, you will report to the Executive Assistant. The ability to multitask, while maintaining complex schedules and managing high level detailed administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver, communicator, verbal / written and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.

• Weekly Paychecks
• Paid Time Off, Parental Leave, and Holidays
• 401(k) w/ Company Match
• Stock Purchase Plan
• Education Reimbursement
• Legal Insurance
• Discounts on gym memberships, pet insurance, and much more!

Records, filing and answering telephones.

Assist in obtaining permits and licenses.

Maintain project records.

Maintain subcontractor contacts.

Notify the Safety Department of crew locations.

Verify invoices to shippers.

Verify quotes to invoices.

Code invoices for project manager approval and issues and maintains PO log.

Maintain various job trackers. (Excel)

Collect, assemble and report production weekly.

Process billing. (units/firm bid)

Update job tracking reports.

Print drawings, documentation, monitor, log, and submit new bids.

Collect timesheets and prepare a recap for payroll.

Check time sheets to ensure they are filled out correctly.

Coordinate with internal accounting staff to provide reports and forms as requested.

Reports weekly equipment usage to the equipment department.

Provide assistance to Project Manager, Supervisors, and field employees as needed.

Perform other related duties as assigned.

• To be 18 years of age or older.
• Authorization to work in the United States for this company.
• At least 2-5 years relevant experience.
• Computer literate,
  proficient
  with Microsoft suite. (Excel, Word, etc.)
• Demonstrate
  proficiency
  with SAP, E-maps, FIM inventory maps, Google Docs, Sheets, Calendar, Maps, Mail, and Microsoft Project.
• Organized.
• Fast learner.
• Self-starter - Ability to work on their own, comfortable taking on responsibilities without having to be continually directed.
• Good people skills. Able to comfortably interact with management, fellow employees, third parties, etc. in a positive manner.
• Must be able to follow instructions and directions to perform job tasks.
• Must help to solve problems as opposed to starting, adding to or feeding on them.
• Ability to multitask several assignments simultaneously.
• Ability to work in a fast paced environment
• Energized with a positive and outgoing personality
• Demonstrates a strong capacity to quickly adapt by learning new skills and unlearning outdated ones

Additional Skills (not required but would be beneficial):

• Bilingual English/Spanish is a plus.
• Construction industry experience.
• Event planning experience.
• Basic accounting background.

The wage range for Coordinator Office is $20.00 - $24.00.

Why work with us
Your career here is more than just a job — it's your pathway to opportunity. Our hands-on training, supportive environment, and responsive leadership connect you to work with purpose. Our commitment to you extends beyond professional development to a safety-first culture that ensures you can do what you do best, with peace of mind.

Building stronger solutions together
Our company is an equal-opportunity employer — we are committed to providing a work environment where everyone can thrive, grow, and feel connected.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.