Office Coordinator

Office Coordinator

The Office Coordinator supports the Office Manager in executing the daily operations of a regional office at Summit Line Construction. This role contributes to the smooth coordination of administrative tasks, onboarding, scheduling, payroll support, document control, communication, and basic AP/AR functions. The Office Coordinator ensures efficient workflow, compliance with documentation and timekeeping requirements, and timely financial transaction processing in support of project and field teams.

Key Responsibilities

Administrative & Operational Support

• Assist with daily office functions, ensuring administrative tasks are completed accurately and on time.

• Maintain organized office supply inventory; reorder materials and coordinate vendor services.

• Maintain a safe and organized office environment; schedule maintenance and cleaning services as needed.

• Support the Office Manager in preparing operational reports and updates for leadership.

Employee Onboarding & Support

• Schedule onboarding meetings, safety orientations, and equipment setups for new hires.

• Ensure new hire documents are completed and DOT compliance paperwork is submitted and logged promptly.

• Upload all onboarding documentation into HRIS and confirm readiness with field supervision and corporate HR.

• Work with the Safety Team to track and validate training completions for all field employees.

Payroll & Timekeeping

• Collect and review daily timesheets and crew time entries from field leaders.

• Prepare accurate payroll summaries for review by the Office Manager and Payroll Department.

• Track and document temporary wage/job changes for union employees.

Scheduling & Calendar Management

• Maintain and update the regional calendar for meetings, trainings, events, and key deadlines.

• Schedule rooms, travel, and logistics for events; ensure meeting and travel details are confirmed in advance.

• Distribute reminders, confirmations, and follow-ups for all scheduled activities.

Client and Stakeholder Communication

• Serve as a secondary point of contact for client or vendor inquiries in the Office Manager's absence.

• Draft and distribute internal communications, announcements, and meeting notes.

• Provide timely and professional responses that reflect Summit Line's service standards.

Document Control & Compliance

• Organize, file, and upload employee, safety, and project documentation in accordance with compliance standards.

• Track documentation deadlines such as certifications, license renewals, and training records.

• Assist with document preparation and organization for internal audits and external reviews.

Accounts Payable / Accounts Receivable (AP/AR) Support

• Assist with preparing and submitting project-related invoices and billing documents.

• Track invoice deadlines and coordinate with project management and AR teams to ensure timely submission.

• Code and submit vendor invoices and receipts for AP processing; flag discrepancies as needed.

• Maintain tracking logs for outgoing invoices and incoming vendor payments.

Qualifications

Required Education

• Bachelor's degree in Business, Finance, Information Technology, or a closely related field.

Required Experience

• 5+ years of experience in business operations, process improvement, reporting/analytics, compliance administration, or a related role.

• 2+ years of experience leading people and/or cross-functional initiatives (direct supervisory experience preferred).

• Demonstrated experience developing and maintaining SOPs/policies, coordinating change management, and delivering measurable process improvements.

• Experience building and maintaining business reporting (dashboards, recurring leadership packets, KPI tracking).

Preferred Experience

• Experience in construction, utilities, or field-based operations environments.

• Familiarity with contractor/customer compliance platforms (e.g., ISNetworld) and document control practices.

• Exposure to business systems and tools such as HCSS applications, Procore,D Edwards ERP, SharePoint, Smartsheet, or Salesforce.

• Lean, Six Sigma, or similar continuous improvement training/certification (preferred).

Skills & Competencies

• Strong analytical and problem-solving skills with the ability to translate data into insights and actions.

• Excellent written and verbal communication skills; ability to create clear, usable documentation for technical and non-technical audiences.

• High attention to detail with consistent follow-through and ownership mindset.

• Effective stakeholder management across corporate and field teams; collaborative, service-oriented approach.

• Ability to manage multiple priorities and deadlines in a fast-paced environment while maintaining confidentiality.

Technical Proficiency

• Advanced proficiency in Microsoft Excel (data analysis, pivot tables, complex formulas) and Microsoft Office (Word, PowerPoint, Outlook).

• Experience creating and maintaining dashboards and reports in Microsoft Power BI

• Working knowledge of SQL and data modeling concepts is strongly preferred.

• Experience with workflow/document platforms (e.g., SharePoint) and project tracking tools (e.g., Smartsheet) is desirable.

Other Requirements

• Valid driver's license and ability to travel locally and within Summit's operational geographic footprint to offices and job sites as needed.

• Must be able to work independently, exercise sound judgment, and handle sensitive information with discretion.

• Drug Free Workplace: New employees must submit and successfully pass post-offer drug and alcohol screening.

Physical Demands

• Stand and walk for extended periods of time

• Work outdoors in varying weather conditions

• Navigate uneven terrain at job sites

• Use hands to handle tools, materials, and equipment

• Bend, stoop, kneel, crouch, and climb as required

• Climb ladders and stairs

• Work at elevated heights when necessary

• Lift, carry, and move materials weighing up to 50 pounds on a regular basis(e.g. files, training materials, event supplies).

• Communicate effectively with team members and supervisors

• Maintain visual awareness sufficient to safely operate tools and equipment

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Benefits

We offer an extremely competitive and comprehensive benefits package including:

• PTO that starts accruing DAY 1
• 401K Immediate Vesting; employer match starting same day
• Several medical plans to choose from
• Dental Plan and Vision Plan
• Life insurance, short term & long-term disability
• Paid Holidays
• Pet Insurance
• Employee discounts, EAP and Wellness Program

Identity Theft Protection and so much more!

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal