Office Coordinator

JOB RESPONSIBILITIES

• Provide comprehensive administrative support to the Project Managers, Site Supervisors, Safety Department, and other team members.
• Serve as the first point of contact for visitors and clients, ensuring they are greeted and directed appropriately.
• Answer and direct phone calls, emails, and other correspondence.
• Assist in the planning and execution of company events and meetings.
• Assist with the preparation of reports, presentations, and other documents.
• Prepare construction contracts, bids, and proposals.
• Prepare weekly manpower lists.
• Compile and submit weekly expense reports by the deadline.
• Create weekly payroll checklist and distribute payroll checks to the appropriate personnel.
• Following up with customers bi-weekly regarding past due invoices.
• Set up and manage filing systems to record information, update paperwork, and maintain documents, such as correspondence.
• Create job folders & corresponding job list electronically.
• Order customer background checks and driving record requests for associates, as needed.
• Coordinate office maintenance and repair activities with vendors and contractors.
• Receive, sort and distribute incoming mail, and prepare outgoing mail.
• Distribute Safety Meeting & Safety Summary information.
• Maintain office supplies inventory by checking stock and ordering new supplies as needed.
• Set-up & restock conference rooms for meetings daily.
• Order and distribute snacks for office and warehouse.
• Ensure the office is clean, organized, and presentable at all times.

SKILLS

• Strong communication skills.
• Must have good time management skills.
• Must be organized, detail-oriented and able to work independently.
• Ability to identify problems and offer possible solutions.
• Skilled typist with strong computer skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), PDF applications (Adobe Writer, BlueBeam Revu, etc), and web conferencing applications (Teams, Zoom).
• Excellent verbal and written communication skills with the ability to critically review communications and offer suggested corrections.
• Ability to multitask and prioritize tasks effectively.
• Professional and friendly demeanor.
• Able to adjust to unexpected changes in priorities while maintaining excellent customer service and staying within established processes and procedures.
• Working knowledge of terminology and documents used in commercial and industrial construction industry preferred.

EDUCATION / EXPERIENCE

• Three or more years of administrative experience in related industry preferred.
• A minimum of a high school diploma or GED is required. College education in business or construction management is beneficial.
• Proven experience as an office coordinator, administrative assistant, or similar role.

Interested parties should apply on our website at www.rlgbuilds.com / careers.

GEM Inc. is an Equal Employment Opportunity Employer.