What are the responsibilities and job description for the Construction Admin Coordinator position at BizTek People, Inc. | APA International Placement Consultants?
Job Title: Construction Admin Coordinator
Duration: 12 Months – (Possible conversion to FTE)
Location: Portland, OR – (Hybrid with limited onsite
requirement)
Description
We are the program
project management team, we have 8 PMs and support a wide variety of
programmatic project work. Our largest programs primary function is replacing
6,000 electric poles every year, this role would be directly supporting that effort.
The Construction
Administrative Coordinator is responsible for collecting and processing
contractor-submitted information for construction projects. Ensures all
required documentation is attached to work orders, validates permits and
pre-requisites are satisfied, and interacts with Power BI dashboards and
Tableau reports for accountability and project tracking. Supports program email
management, facilitating communication between process owners and stakeholders.
Provides general project team support, executing tasks within various systems, such as Maximo, work order system of record, for efficient task
management and data processing. Adaptable role, subject to change with the
evolving needs of the program.
RESPONSABILITIES
- Processing submittals for a
variety of construction milestones, in a variety of data management and
scheduling systems. Interactions with internal and external stakeholders
in support of processing the submittals.
- Heavy email and Teams
coordination and weekly team and workshopping meetings, to ensure
knowledge growth and team cohesion.
- Daily interaction with a lead
PM, weekly/bi-weekly interaction with hiring manager, limited interaction
with project team, and daily interaction with admin and permitting teams.
Clerical Support: 75%
- Collect and process
contracted submitted forms using Microsoft Forms and Planner
- Heavy data entry and task
management in work order management and scheduling systems
- Validates processing accuracy
using dashboards and reports.
- Data clean up using
dashboards and reports.
- Verify work order completion
for accounting.
Support Management of Group Mailbox: 20%
- Review, route and/or process
emails for the team
- Insert and update work order
management tasks associated with acquired information.
- Attach documentation acquired
via email in a variety of systems.
Task Management Process Documentation (5%)
- Maintain process instructions
for contractor submittal forms
- Support training new staff on
process instructions
Requirements
REQUIREMENTS
2
years’ experience with data entry and other clerical functions.
High
school diploma plus 2 years of experience in a progressive administrative
support and secretarial positions, project administration, or equivalent
combination of education and experience.
Preferred
job skills: Any prior construction admin/project management or utility
experience (especially in distribution operations) supporting construction
execution and required permitting and documentation. OPUC, municipalities in
Oregon, NESC standards, private communications, UG locates, easements and right
of way experience desired.
Top 3 Must-Haves (Hard
and/or Soft Skills):
1.
Technology, this role will be in Outlook all day, working in our system of
record, and coordinating with team and contractors. Must have good comfort
level with Excel and Microsoft Office Suite.
2.
Interpersonal skills are a must. We have constant interactions with the greater
project team. We need professional and diplomatic communication skills. This
needs to be coupled with patience and understanding.
3.
Willingness to follow up and ask questions over and over till you get the
answers you need.
Top 3 Nice-To-Haves (Hard
and/or Soft Skills)
1.
Excel proficiency
2.
RFI processing/management
3.
Construction/construction project management experience
ADDITIONAL INFORMATION
- Hybrid with limited
requirements to be in person at WTC; Work Hours: 40 ; 8 – 5 PST; No
travel.
- Onsite for specific meetings
and in person training.
- Long term performance and
necessity demonstrated; this position has the potential to be justified as
an FTE