Construction Administrative Coordinator

Role summary / purpose

The Construction Administrative Coordinator is responsible for collecting and processing contractor-submitted information for construction projects. This role ensures all required documentation is attached to work orders, validates permits and prerequisites are satisfied, and interacts with dashboards and reports for accountability and project tracking. The position supports program email management, facilitates communication between process owners and stakeholders, and provides general project team support by executing tasks within various work order systems for efficient task management and data processing. This is an adaptable role, subject to change with the evolving needs of the program.

Key responsibilities

• Clerical Support (75%): Collect and process contractor-submitted forms using Microsoft Forms and Planner; perform heavy data entry and task management in work order management and scheduling systems; validate processing accuracy using dashboards and reports; perform data cleanup; 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

Requirements - education & experience

High school diploma plus 2+ years of experience in progressive administrative support and secretarial positions, project administration, or equivalent combination of education and experience. 2+ years' experience with data entry and other clerical functions required.

Required skills

• Technology proficiency: Comfort level with Excel and Microsoft Office Suite; ability to work in Outlook throughout the day and coordinate with team and contractors
• Interpersonal skills: Professional and diplomatic communication skills coupled with patience and understanding for constant interactions with the greater project team
• Willingness to follow up and ask questions repeatedly until answers are obtained
• Focus, accuracy, and speed for high-volume data entry
• Ability to maintain professionalism in correspondence and phone etiquette under pressure
• Independent decision-making with knowledge of when to seek other expertise
• Multitasking and ability to navigate computer applications of varying complexity
• Problem-solving skills under time pressures
• Adaptability, flexibility, and change readiness in a fast-paced environment
• Ability to recognize and adapt to diverse work groups and customer groups

Nice-to-have / preferred skills

• Advanced Excel proficiency
• RFI (Request for Information) processing and management experience
• Construction or construction project management experience
• Utilities experience, particularly in distribution operations
• Knowledge of regulatory standards, permitting, and documentation requirements
• Experience with locating, easements, and right-of-way matters

Employment details - type, location, hours

Location: Portland, OR (Hybrid, Tuesday-Thursday)

Growth & development opportunities

Opportunities to gain knowledge of work order management tools, learn industry standards and key stakeholders, and develop expertise in construction project support processes. Weekly team meetings and workshops support knowledge growth and team cohesion.