Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator is responsible for supporting daily office operations, administrative coordination, purchasing records, and follow-up activities for Plumbing & HVAC operations. This role supports estimating, procurement, and operations teams by maintaining accurate records, reports, documentation, and administrative workflows while coordinating effectively with internal departments and vendors.

Primary Responsibilities:

• Enter and update purchase orders, invoices, and vendor information in Microsoft Dynamics 365 and follow up on discrepancies or items requiring resolution.
• Maintain vendor and subcontractor records, including W-9s, certificates of insurance, and licenses, and identify missing or expiring documentation.
• Maintain recurring Excel reports and trackers, including start and billing logs, open-item lists, and weekly status reports, using established templates.
• Track open items, due dates, and team follow-ups and send reminders to support timely completion.
• Schedule meetings, coordinate calendars, and assist with travel and expense documentation for the team.
• Organize and maintain contracts, agreements, correspondence, and standard procedures in SharePoint.
• Respond to questions from division offices, vendors, and internal departments and route requests to the appropriate person.
• Support general office coordination and administrative activities for estimating, procurement, and operations teams.
• Maintain accurate and organized records, spreadsheets, and administrative documentation to support efficient office workflows.
• Handle confidential company, vendor, and business information with discretion.
• Communicate professionally and effectively with internal teams, vendors, and division offices.
• Perform additional office and administrative duties as assigned.

Minimum Education: None

Minimum Years of Experience: 2-4

Specific Qualifications Required:

• Strong organizational and administrative skills with excellent attention to detail and follow-through.
• Clear, professional written and verbal communication skills.
• Ability to manage multiple priorities, follow-ups, people, and deadlines.
• Proficiency with Microsoft Excel, including sorting, filtering, basic formulas, pivot tables, and maintaining accurate spreadsheets.
• Experience entering purchase orders or invoices in an ERP or accounting system such as Microsoft Dynamics 365, SAP, JD Edwards, QuickBooks, or similar.
• Ability to handle confidential information with discretion.
• Ability to work effectively with division offices, vendors, and internal departments.
• Experience with Microsoft Dynamics 365 preferred.
• Experience tracking certificates of insurance or vendor compliance preferred.
• Bilingual English/Spanish preferred.

Education/Experience:

• High school diploma or GED required.
• 2+ years of experience in an administrative, office coordinator, purchasing assistant, or accounts payable role.
• Experience in construction, home building, trades, or a contractor office preferred.
• Experience with Microsoft Dynamics 365, vendor compliance, or purchasing and invoice processes preferred.

Physical Requirements and Work Environment:

• Ability to work overtime, modified schedules, or occasional weekends as business needs require.
• Work in a typical office environment, sitting at a desk and performing prolonged computer work, with occasional standing, walking, bending, and reaching.
• Maintain dependable transportation and consistent, reliable attendance to meet customer service and operational needs.
• Ability to exercise sound judgment and make independent decisions within established company policies and procedures.
• Communicate in person, by phone, and electronically, including on a tablet, smartphone, and other office technology.
• Travel as required to support project and operational needs.
• Perform all work on-site and in person; this is not a remote or hybrid position.
• Lift, carry, push, and pull at least 25 pounds.
• This position is not eligible for visa sponsorship or work authorization support. Candidates must be authorized to work in the United States on a full-time basis without current or future need for employer sponsorship.

Job Locations: US-TX-Sugar Land

Company Overview: IES is a national provider of industrial products and infrastructure services to a variety of end markets, including electrical, mechanical and communications contracting solutions for the commercial, industrial, residential and renewable energy markets. IES is publicly traded on NASDAQ under the symbol IESC. As of the end of IES's 2025 fiscal year ending September 30, 2025, IES produced over $3.3 billion in revenue and employed over 10,200 employees at over 174 domestic locations across the United States.

Our commitment to our employees is reflected by our actions: Safety is Priority One – and our record shows it Competitive Pay Company 401K plan with Employer Contribution Match Company Paid Time Off Company Paid Life Insurance Choice of Medical Coverage including Prescription and Short Term Disability Plans Choice of Dental and Vision Coverage Optional Long-term Disability, Critical Illness, Accident, Legal and Pet Coverage Auto and Home Insurance Discount Programs

EEO Statement PLEASE NO AGENCY CALLS. NOTE TO ALL AGENCIES: Any unsolicited agency resumes or agency represented candidates that are presented to any IES employee without first having a signed contract between that agency and the IES Talent Acquisition organization will become the property of IES and no fees will be paid. EEO & Affirmative Action The IES policy on equal employment opportunity prohibits discrimination based on race, color, religion, national origin, sex, age, gender identity, sexual orientation, individuals with disabilities, protected veterans, or any other protected status or characteristic. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment, and also states that retaliation against any employee who files a complaint regarding possible violations of this policy will not be tolerated. IES is also committed to taking affirmative steps to promote the employment of minorities, women, individuals with disabilities, and protected veterans. IES develops affirmative action programs to support its commitment to equal employment opportunity, consistent with company policy and the company's obligations as a contractor to the United States government. View Your Equal Employment Opportunity rights under the law. "Know Your Rights: Workplace Discrimination is Illegal; Conozca sus Derechos: La Discriminación en el Lugar de Trabajo es Ilegal Disability Accommodation IES is an Equal Opportunity/Affirmative Action Employer. IES provides reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Assistance Act of 1974 and Title I of the Americans with Disabilities Act of 1990. Applicants who need accommodation in the job application process should contact the IES corporate office at View phone number on click.appcast.io or any IES office to request assistance. IES Participates in E-Verify/IES participa en el programa E-Verify E-Verify Information/ Información sobre E-Verify English/Español Right to Work/Ley de Derecho al Trabajo English/Español