Administrative Coordinator

Company Overview

JOIN THE WEST COAST'S PREMIER SUSTAINABILITY-DRIVEN INFRASTRUCTURE COMPANY. OWN YOUR FUTURE AT PRS. Founded in 1989, PRS has grown from a pioneering force in cold in-place recycling to a full-service, sustainability-driven infrastructure company. With operations across the Western U.S., we've led the industry in reducing environmental impact while delivering unmatched pavement solutions in a variety of settings. These include roadways, major civic projects, and commercial real estate. Wherever there's pavement, there's PRS.

Position Overview

The Administrative Coordinator serves as the first point of contact for clients, vendors, subcontractors, and internal teams while supporting the day-to-day administrative operations of a fast-paced construction environment. This role requires exceptional organization, communication, multitasking, and customer service skills, with the ability to coordinate office functions that directly support field operations, project management, estimating, and executive leadership.

The ideal candidate thrives in a high-accountability culture, demonstrates professionalism under pressure, and contributes to a "higher caliber" standard of operational excellence.

Primary Responsibilities

Front Office & Administrative Operations

• Greets and assists clients, guests, subcontractors, vendors, inspectors, and staff in person and via phone with professionalism and courtesy
• Serves as the first point of contact for incoming calls, emails, visitors, and general office inquiries
• Manages front office operations, including appointment scheduling, visitor management, conference room coordination, and maintaining office security protocols
• Monitors and supports building and visitor security procedures, including guest check-in/check-out processes, visitor badges, access control coordination, and adherence to company safety and security policies
• Maintains awareness of office and facility activity to ensure a safe, secure, and professional environment for employees, clients, vendors, and visitors
• Maintains a clean, organized, and professional front office environment
• Coordinates office calendars, meetings, appointments, and administrative schedules
• Manages incoming/outgoing mail, packages, permits, and project documentation
• Orders and maintains office supplies, PPE inventory, and general office materials
• Assists leadership with scheduling, travel arrangements, and administrative support

Construction Coordination Support

• Supports day-to-day administrative and operational activities within a fast-paced construction environment
• Assists with project-related documentation, scheduling coordination, and internal communication efforts
• Coordinates with field personnel, vendors, subcontractors, and office staff to support operational efficiency
• Maintains organized digital and physical records, files, and project-related documentation
• Supports leadership and project teams with general administrative tasks and coordination needs
• Assists with tracking deadlines, office activities, and departmental workflows to help ensure timely execution of responsibilities

Customer Service & Communication

• Responds to high-level customer inquiries, resolves issues promptly, and escalates concerns when necessary
• Delivers responsive, professional, and solutions-oriented customer service to clients and stakeholders
• Coordinates with internal departments, field personnel, project managers, suppliers, and vendors to facilitate seamless communication and service delivery
• Maintains accurate records, logs, reports, and documentation related to customer interactions, office activities, and project coordination
• Handles sensitive or confidential information with discretion
• Ensures all communication reflects the company's professionalism and commitment to quality

Organizational Excellence

• Develops and improves administrative systems, workflows and office efficiency
• Maintains accurate records and reporting systems
• Supports company culture initiatives and operational standards
• Performs other duties as assigned

Qualifications

• Minimum of 3-5 years of experience in a corporate customer service, administrative, office coordination, or front office role
• Prior experience in construction, contracting, engineering, property management, or a related industry strongly preferred
• Excellent verbal and written communication skills
• Strong organizational, multitasking, and time-management abilities
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook), office management systems, and customer relationship management (CRM) tools
• Ability to multitask and prioritize in a fast-paced, deadline-driven environment
• Professional appearance, demeanor, and a high level of discretion
• Strong attention to detail and customer-first attitude
• Proven ability to fulfill responsibilities within a fast-paced and dynamic environment
• Demonstrates flexibility to effectively manage changing priorities and timelines through strong problem-solving skills
• Proven time management and follow-through skills with the ability to manage multiple tasks and deadlines
• Ability to work both independently and collaboratively within a team-oriented environment
• Maintains tactful, mature, and professional demeanor with strong interpersonal skills and the ability to work with diverse individuals
• Highly motivated with a demonstrated passion for excellence, accountability, and initiative
• Demonstrates strong work ethic and integrity with a commitment to delivering high-quality work
• Passion for maintaining a safe, secure, and professional workplace environment

Education and/or Experience

• Bachelor's degree in business, construction administration, or a related field preferred
• Experience with construction software such as Sage, Viewpoint, or similar platforms
• Familiarity with construction documentation, project coordination, and office operations

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to:

• While performing the duties of this job, the employee is regularly required to use hands and fingers, feel, operate objects, tools, and controls. The employee is required to reach and extend the hand(s) and arm(s) in any direction. The employee is regularly required to stand, hold sit; climb or balance; stoop, kneel, squat, bend, crouch, or crawl; and smell.
• Frequently lift 10 pounds and occasionally lift 25 pounds. The employee should be able carry from floor level to waist level; also push/pull objects with similar force.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

We are an equal opportunity employer and gives consideration for employment to qualified applicants without regard to age, race, color, religion, creed, sex, sexual orientation, gender identity or expression, national origin, marital status, disability or protected veteran status, or any other status or characteristic protected by federal, state, or local law.

Why Join

ESOP Retirement Benefits are extended to all employees with participation after one year of service. A typical discretionary annual company contribution can range from 10% to 15% of your annual salary. 401K Retirement Benefits are extended to all Non-union employees. Health, Dental, and Vision as well as other supplemental health insurance. PTO and Holiday Pay. Opportunities for career advancement. On the job training provided to all employees. Work for an industry leader in various disciplines and markets.

Salary Range

USD $24.00 - USD $28.00 /Hr.