Office Coordinator

Office Coordinator

Keep Our Company Running

If you're the type of person who enjoys bringing order to busy days, keeping projects organized, and supporting a team that relies on you, we'd love to meet you.

Schultz Construction is seeking an organized, proactive, and detail-oriented Office Coordinator to join our team. This is far more than a traditional receptionist role. As the operational hub of our headquarters, you'll support multiple departments, coordinate company activities, maintain business records, assist with project and equipment administration, and help ensure our office operates efficiently every day.

You'll work closely with our Leadership Team while providing administrative support to our Finance, Human Resources, Safety, Equipment, Operations, and Estimating departments. Success in this role requires someone who enjoys variety, can confidently manage multiple priorities, and takes pride in producing accurate, high-quality work.

If you're someone who enjoys learning new systems, solving problems, and being the person others depend on to keep things moving, this is an excellent opportunity to build a long-term career with Schultz Construction.

What You'll Do

Office Administration

• Welcome visitors and provide a professional first impression for clients, vendors, and employees.
• Answer and direct incoming telephone calls.
• Coordinate meetings, training sessions, and company events, including scheduling, meeting materials, technology setup, and logistics.
• Maintain a clean, organized, and professional office environment.
• Manage office supply inventory and place orders as needed.
• Process incoming and outgoing mail, packages, and shipments.
• Coordinate office setup for new employees and assist with day-to-day office operations.
• Order and maintain company apparel and promotional item inventory.

Administrative & Operational Support

• Provide administrative support to the Finance, Operations, Estimating, Human Resources, Safety, and Equipment departments.
• Prepare reports, spreadsheets, correspondence, and other business documents.
• Maintain electronic and paper filing systems with accuracy and attention to detail.
• Assist with interview scheduling, onboarding activities, employee communications, and other HR initiatives.
• Support employee training programs by coordinating meeting space, technology, materials, and logistics.
• Assist in planning and coordinating company meetings and employee events.

Project & Equipment Administration

• Support project administration by preparing jobsite postings, reports, and project documentation.
• Maintain equipment and fleet records, including registrations, insurance renewals, acquisitions, and disposals.
• Coordinate DMV transactions and maintain related documentation.
• Perform weekly equipment utilization, rental tracking, and job cost data entry and reporting.
• Assist with maintaining company records, operational reports, and departmental tracking documents.

What We're Looking For

• High school diploma or equivalent required; additional administrative or business education is a plus.
• Previous experience in an administrative, office management, operations support, or project coordination role preferred.
• Strong proficiency with Microsoft Office, particularly Excel, Outlook, and Word.
• Comfortable learning and working within multiple business software systems, including accounting, equipment management, or job cost software.
• Excellent organizational and time management skills with the ability to prioritize multiple responsibilities.
• Exceptional attention to detail and accuracy.
• Strong verbal and written communication skills.
• Professional, dependable, and customer-focused.
• Ability to work independently while collaborating with employees across all levels of the organization.
• A positive attitude and willingness to pitch in wherever needed.

About Schultz Construction

For more than 25 years, Schultz Construction has been a trusted leader in heavy civil construction throughout New York's Capital Region. We specialize in complex and demanding projects, including water and wastewater treatment facilities, utility infrastructure, structural concrete, site development, and highway construction.

Our employees take pride in delivering quality work, supporting one another, and living our Core Values every day. We believe in building long-term careers by providing meaningful work, opportunities for growth, and a collaborative team environment.

Benefits

We offer competitive compensation and a comprehensive benefits package, including:

• Employer-contributed medical insurance
• Dental and vision insurance
• Paid vacation and holidays
• 401(k) with company match
• Stable, year-round employment
• Opportunities for professional growth and development

If you're looking for a position where your organizational skills, attention to detail, and initiative will make a meaningful impact every day, we'd love to hear from you.

Schultz Construction is proud to be an Equal Opportunity Employer.