Construction Admin Coordinator

Job Description

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 avariety of construction milestones, in a variety of data management andscheduling systems. Interactions with internal and external stakeholdersin support of processing the submittals.

Heavy email and Teamscoordination and weekly team and workshopping meetings, to ensureknowledge growth and team cohesion.

Daily interaction with a leadPM, weekly/bi-weekly interaction with hiring manager, limited interactionwith project team, and daily interaction with admin and permitting teams.

Clerical Support: 75% Collect and processcontracted submitted forms using Microsoft Forms and Planner

Heavy data entry and taskmanagement in work order management and scheduling systems

Validates processing accuracyusing dashboards and reports.

Data clean up usingdashboards and reports.

Verify work order completionfor accounting.

Support Management of Group Mailbox: 20% Review, route and/or processemails for the team

Insert and update work ordermanagement tasks associated with acquired information.

Attach documentation acquiredvia email in a variety of systems.

Task Management Process Documentation (5%) Maintain process instructionsfor contractor submittal forms

Support training new staff onprocess 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 limitedrequirements to be in person at WTC; Work Hours: 40 ; 8 - 5 PST; Notravel.

Onsite for specific meetingsand in person training.

Long term performance andnecessity demonstrated; this position has the potential to be justified asan FTE