Office Coordinator

Office Coordinator

As a proud subsidiary of Calista Brice, Brice Highway LLC is part of a family of 20+ companies tackling tough construction, environmental, and technical challenges. Working at a Calista Brice company means joining a team where cultural values and practical innovation come together to create meaningful impact. You'll experience the stability of a large organization while enjoying the tight-knit community and entrepreneurial spirit of a smaller company, with opportunities to grow your career across our diverse family of businesses.

Calista Brice is owned by Calista Corporation, an Alaska Native Corporation (ANC) established under the Alaska Native Claims Settlement Act of 1971. ANCs were created to support economic development and self-determination for Alaska's Indigenous peoples. Our work directly contributes to advancing the social, cultural, and economic welfare of over 35,000 Alaska Natives in the Calista Region.

Brice Highway specializes in vertical and horizontal construction, supporting transportation and utility projects that stand the test of time. Our design-build delivery methods bring together team members with diverse backgrounds and skills, creating an environment where mentorships form naturally and where your contributions are visible in the completed projects that people depend on daily.

Brice Highway is a proud subsidiary of Calista Brice, a group of 20+ companies delivering construction, engineering, and environmental solutions across the United States.

As the Office Coordinator, you will work onsite in Houston, TX and the surrounding areas and will provide comprehensive administrative and operational support to office and project teams, helping coordinate day-to-day office activities and maintaining accurate, timely records in support of heavy civil construction operations. You will serve as a central administrative resource for employees, project teams, field operations, vendors, subcontractors, and visitors while supporting document control, project administration, accounting processes, and general office operations.

How will you do it?

• Coordinate day-to-day office operations and provide administrative support to project management, field operations, accounting, safety, and other departments as needed.
• Greet and assist visitors, employees, vendors, subcontractors, and clients, ensuring they are directed to the appropriate location or contact.
• Provide general administrative support including document preparation, copying, scanning, filing, data entry, correspondence, and maintaining electronic and hard copy records.
• Maintain organized project and office files, including contracts, purchase orders, invoices, correspondence, submittals, meeting records, and other project-related documentation.
• Assist project teams with document control and administrative tracking, including routing documents for review, maintaining logs, and following established naming and filing conventions.
• Process and route invoices and supporting documentation, including scanning, filing, matching documentation, and maintaining records for accounting and project teams.
• Coordinate office, project, and staff meetings, including scheduling conference rooms, preparing meeting materials, recording or distributing meeting information, and coordinating setup needs.
• Assist with employee onboarding and project mobilization administrative activities, including preparing paperwork, coordinating required documentation, and directing employees to appropriate HR, safety, or project resources.
• Assist with maintaining project and employee records related to safety training, certifications, site access, and other project-specific administrative requirements, as directed.
• Coordinate incoming and outgoing mail, packages, deliveries, and office correspondence; distribute materials to appropriate personnel in a timely manner.
• Order, receive, and maintain inventory of office, project, and kitchen supplies and coordinate replenishment based on business needs.
• Provide administrative support for construction project activities by tracking routine requests, maintaining calendars, coordinating information between office and field personnel, and escalating issues requiring management attention.
• Assist with vendor and subcontractor administrative coordination, including maintaining contact information, required documentation, and communication records.
• Carry out errands and deliveries to support daily business and project functions when needed.
• Work in a constant state of alertness and in a safe manner, following company and project safety requirements.
• Perform other duties as directed.

Supervisory Functions:

This position does not have any supervisory responsibilities.

Knowledge, Skills, & Abilities:

• Knowledge of administrative, office coordination, and basic accounting principles, practices, and procedures.
• Working knowledge of office systems, processes, document control, records management, and administrative best practices.
• Knowledge of basic construction project administration practices, including project documentation, purchase orders, invoices, subcontractor/vendor records, and coordination between office and field personnel.
• Understanding of the fast-paced nature of heavy civil construction and the importance of timely, accurate administrative support to project teams.
• Knowledge of common construction terminology and the ability to learn project-specific processes, systems, and documentation requirements.
• Skilled at maintaining confidentiality and handling sensitive employee, financial, project, vendor, and company information with discretion.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to use collaborative tools such as Microsoft Teams or Zoom for communication, meetings, and scheduling.
• Ability to learn and effectively use document management, accounting, project management, timekeeping, and other business systems.
• Excellent verbal and written communication skills for interacting with employees, project managers, field personnel, vendors, subcontractors, clients, and business partners.
• Strong time management, organizational, prioritization, and follow-through skills.
• Accurate data entry and recordkeeping skills with a high degree of attention to detail.
• Ability to organize, track, and maintain multiple documents, requests, deadlines, and priorities simultaneously.
• Ability to identify discrepancies or missing information and follow up with the appropriate person to resolve routine administrative issues.
• Ability to adapt quickly to changing project priorities, schedules, and business needs and learn new systems or processes.
• Ability to work independently with minimal supervision while recognizing when to escalate issues to management.
• Ability to establish and maintain effective working relationships with office staff, field personnel, vendors, subcontractors, and clients.
• Customer service skills focused on creating positive, professional experiences for employees, visitors, vendors, and business partners.
• Ability to follow verbal and written instructions and established company, project, and safety procedures.
• Ability to operate a motor vehicle in a safe and efficient manner.

Who is Brice Highway LLC looking for?

Minimum Qualifications:

• High School Diploma or equivalent required.
• Valid state driver's license and qualified to operate a vehicle under the conditions of the Company's Driving Policy.
• Ability to pass drug, driving, and background check.

Preferred Qualifications:

• Associate degree in business administration, office management, construction administration or a related field preferred.
• Prior experience in administrative support, office coordination, project administration, or a similar role preferred.
• Experience in the construction industry or a demonstrated ability to learn construction-related terminology, processes, and documentation preferred.

Working Environment:

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Brice Highway has a fast-paced multi-tasking office environment requiring a high degree of efficient and effective performance. Adaptability regarding schedule and task changes is necessary to accommodate changing priorities.

More reasons you will love working with Brice Highway LLC:

• Competitive wages and bonus programs We believe in developing our employees to progressively advance in their careers. We achieve this by providing you with annual performance reviews with recommendations on training to achieve your goals.
• Mentorship Program designed for employees to formalize a working relationship between seasoned professionals and young professionals to develop specific areas of knowledge to grow their careers within the family of companies.
• Tuition reimbursement.
• Safety Gear Allowance: $350.00 in reimbursement annually
• Health insurance through the Federal Employee Benefit Program (FEHB) with many plans to choose from with ridiculously low employee premiums.
• FSA health care and/or dependent care/HSA with HDHP.
• Dental and Vision Insurance.
• Employee Assistance Program for you and your family.
• Company paid Life Insurance, AD&D, and LTD.
• Voluntary paid Life Insurance and AD&D as well as STD, Accident, Cancer/Critical illness, and Whole Life Insurance.
• Paid time off is based on an employee working 2080 regular

Calista Brice Holding Company