PROJECT AND OFFICE COORDINATOR

Project & Office Coordinator

The Project & Office Coordinator is responsible for providing day-to-day administrative and project support for HBJ's local office and field operations while serving as the primary administrative liaison between HBJ and the organization's centralized shared-service teams.

As accounting, finance, payroll, and other administrative functions are centralized, this position will play an important role in ensuring information flows accurately and timely between local operations and Corporate teams. The Coordinator will work closely with project managers, field personnel, local leadership, and shared-service teams to gather information, maintain project documentation, resolve administrative gaps, follow up on outstanding items, and ensure centralized processes continue moving.

This position is not intended to perform traditional accounting functions. Instead, the role provides the local coordination and administrative ownership necessary to support centralized Accounts Payable, Accounts Receivable, Payroll, Finance, Human Resources, and other Corporate functions.

The ideal candidate is highly organized, dependable, detail-oriented, comfortable following up with others, and capable of taking ownership of administrative processes from request through completion in a fast-paced construction environment.

Key Responsibilities

Office Administration

• Serve as the primary administrative point of contact for the local office.
• Manage general office administration, including phones, mail, supplies, filing, and office organization.
• Coordinate local vendors and service providers as needed.
• Maintain organized physical and electronic office records.
• Assist local employees with administrative questions and requests.
• Coordinate visitors, meetings, deliveries, and other office logistics.
• Support local management with special projects and administrative needs.

Project Administration

• Provide administrative support to project managers and field personnel throughout the project lifecycle.
• Assist with project setup, documentation, and closeout.
• Maintain organized project files and documentation.
• Collect and maintain contracts, purchase orders, certificates of insurance, permits, customer documentation, and other project records.
• Assist with customer and vendor documentation requirements.
• Track outstanding project administrative items and follow up with the appropriate personnel.
• Assist project managers with preparation and submission of required documentation.
• Help ensure project records are complete and maintained in accordance with company procedures.

Field & Operations Support

• Serve as an administrative resource for field personnel and project managers.
• Collect and route timesheets, material tickets, delivery tickets, subcontractor documentation, and other field paperwork.
• Assist with coordinating local deliveries, equipment, materials, and other project logistics.
• Help communicate administrative requirements and deadlines to field personnel.
• Support project managers and operations leadership with day-to-day administrative needs.
• Help identify missing or incomplete documentation and coordinate follow-up.

Corporate Finance & Administrative Support

• Serve as the local administrative liaison to Corporate Finance.
• Ensure invoices and supporting documentation are routed to the appropriate centralized finance team.
• Assist with gathering documentation needed for accounts payable, accounts receivable, payroll, and other centralized processes.
• Follow up with local personnel regarding missing financial or project documentation.
• Assist Corporate Finance with information requests related to local projects and operations.
• Maintain local administrative records required by Corporate Finance and other centralized departments.
• This position will not be responsible for performing decentralized accounting functions such as bank reconciliations, general ledger accounting, financial reporting, check issuance, or other accounting activities that are managed by Corporate Finance.

Qualifications

• 2+ years of experience in office administration, project administration, construction administration, or a similar role preferred.
• Experience in construction, contracting, or a related industry strongly preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Ability to learn and utilize company systems and project management software.
• Ability to work independently while coordinating effectively with Corporate and local teams.
• Professional, dependable, and service-oriented approach.

Key Attributes

The successful candidate will be:

• Highly organized and detail-oriented
• Proactive and dependable
• Comfortable working in a construction environment
• A strong communicator
• Responsive and service-oriented
• Able to prioritize competing demands
• Comfortable working with both field personnel and corporate teams
• Willing to take ownership of administrative processes and follow through to completion

Reporting Structure

Reports to: Local Operations/General Manager or designated local leader

Key Partners: Corporate Finance, Project Management, Operations, Human Resources, and other centralized functions.

Success in the Role

Success in this position means the local office and project teams have a reliable administrative resource who keeps documentation, communication, and day-to-day office needs organized while allowing accounting and finance activities to remain centralized with the Corporate Finance team.