Office Coordinator

Position Summary The Office Coordinator provides essential administrative and operational support by reviewing field work orders, calculating and recording employee time, entering job-costing information, coordinating concrete orders, and assisting with safety and attendance documentation. This position serves as the primary point of contact for incoming phone calls and guests entering the office while helping maintain accurate records, timely communication, and organized daily office operations. Functions Review paper work orders submitted by field personnel for completeness and accuracy. Calculate and track employee hours from daily work orders. Enter employee time into multiple Excel spreadsheets for payroll processing. Enter job-specific labor and production information for job-costing purposes. Identify missing, incomplete, or inconsistent information and follow up with the appropriate personnel. Prepare reports and documentation for management review. Sort, organize, and file work orders and supporting documentation after data entry is complete. Receive concrete orders from foremen and coordinate orders with the appropriate concrete suppliers. Assist with monthly safety-related tasks, documentation, and recordkeeping. Maintain documentation of employee PTO requests, absences, tardiness, and other attendance-related information. Manage and maintain the President’s Outlook calendar Answer incoming calls in a friendly and professional manner and route calls appropriately. Greet and assist employees, visitors, vendors, and other guests. Receive, open, sort, and distribute mail, packages, and other deliveries. Maintain a welcoming, organized, and professional front-office environment. Restock breakrooms, restrooms, supply rooms, and other common areas. Maintain an adequate inventory of office forms, paper, and general supplies. Perform data entry and other clerical or administrative duties as assigned. Physical Demands Prolonged periods of sitting and working at a desk and computer. Occasionally lifts and carries office supplies, files, packages, or other office items. Continuous use of vision for reading, reviewing documents, and computer work. Frequent use of hearing for telephone and in-person communication. Requirements High school diploma or equivalent required; previous administrative, data-entry, payroll-support, or construction office experience preferred. Proficiency in Microsoft Excel, Outlook, and other standard office programs. Strong mathematical, organizational, and time-management skills with excellent attention to detail. Ability to accurately calculate employee hours, enter job-related data, maintain records, and recognize missing or inconsistent information. Strong verbal and written communication skills with a professional and courteous approach when assisting employees, visitors, vendors, and suppliers. Ability to manage multiple priorities and frequent interruptions while completing time-sensitive responsibilities accurately. Dependable attendance and punctuality with the ability to work independently, follow established procedures, and maintain confidentiality. Ability to perform the essential duties of the position, with or without reasonable accommodation. Ability to pass pre-employment drug screening and comply with the company's drug and alcohol policy. Work Environment Reports To: Assigned Manager Work Location: Main office building Schedule: Monday through Friday 8:00am – 5:00pm with a one-hour lunch break Benefits Medical Insurance Telemedicine Access Dental Insurance Vision Insurance 401 (k) Retirement Account + Company Match Life Insurance Annual Performance Reviews PTO Package Employee Appreciation Events Paid Holidays Work Location: In person