Construction Administrative Coordinator

Title: Construction Administrative Coordinator
Job #: 3527
Location: Portland, OR
Duration: 6+ month contract

Job Description: The Construction Administrative Coordinator 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 corporate systems, such as Maximo, the work order system of record, for efficient task management and data processing. Adaptable role, subject to change with the evolving needs of the program.

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.

Brief Job Description:
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

What do you foresee being the biggest challenge in this role?
• Learning corporate standards and all of the players, it can be a little overwhelming but we will be supporting this person.
• High volume of data entry requires focus, accuracy, and speed
• Maintaining professionalism in correspondence and phone etiquette under pressure
• Independently making appropriate decisions and knowing when to seek other expertise.
• Multitasking- utilizing and navigating computer applications each day that vary in complexity
• Applying good problem-solving skills under time pressures.
• Recognize and adapt to diverse work groups and customer groups honoring differing beliefs and value systems.
• This can be a very fast paced environment with significant demands. Adaptability, flexibility, and change readiness is essential to meet changing priorities.
Required Skills
Is utilities experience required? Strong preferred

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

Education Requirements (Experience in Lieu of Degree): 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.

Years of experience: 2+ years' experience with data entry and other clerical functions.

Pre-Employment Requirement
All employment offers are contingent upon successful completion of our pre-employment screening that may include drug testing, background/criminal check, and if applicable, must meet eligibility requirements for access to classified information.

APR Staffing is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

About APR Staffing
APR Staffing was born from the merger of two well-respected technical staffing firms in Portland. ieSolutions, founded in 2002, enjoyed an impressive reputation as one of the largest locally-owned and most respected technical staffing companies. Professional Resource Group, aka Data Resource Group, founded in 2009, also earned regional acclaim for being a fast-growing and highly-motivated professional staffing agency. Both companies have been recent award winners for the Portland Business Journal's Fastest-Growing Private Companies. The two firms, now as APR Staffing, make for one of the fastest-growing and most-respected professional and technical staffing companies in Oregon and Southwest Washington.

Collaborating with our customers, we augment their workforce with technical and administrative professionals. We provide only high-caliber, professional-grade resources throughout the Pacific Northwest.