Summary

The Construction Operations Coordinator position supports the administrative and operating arms within a division that oversees the implementation of complex, heavy civil and environmental projects. The Construction Operations Coordinator reports to the Construction Operations General Manager and works closely with division managers and administrators to ensure administrative tasks, systems and processes are implemented with a high standard of care and consistency across the division. The position may provide administrative support to project management team members, as needed.

Incumbents shall be organized, produce accurate work, and communicate effectively verbally and in writing. Highly successful incumbents proactively manage their workload and seek opportunities to support team members.

The Construction Operations Coordinator shall provide excellent customer service to internal and external clients.

Essential Duties and Responsibilities

To perform in this position successfully, an individual must satisfactorily perform each essential duty identified below. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned.

Construction Operations

• Assist General Manager and management team members with administrative tasks to facilitate planning, purchasing, scheduling, and training.

• Under general direction, create, organize, and compile project documents. Process, upload, submit and track project documents within document management system(s).

• Under general direction, support the creation of documents, reports and presentations.

• Coordinate with project management teams; track ball-in-court responsibility for the creation, submission, and completion of project documents such as contracts, administrative and technical submittals, permits, etc.

• Coordinate with division managers, vendors, and subcontractors to track, report, and update delivery dates.

• Create and track lists of various types, including equipment resources, labor/personnel, cost data, schedule dates, etc. Monitor progress and update lists to identify variances, potential delays, etc.

• Support the procurement process by helping to prepare purchase orders and track deliveries.

Document Control

• Maintain files and records in an organized manner, electronically and physically.

• Utilize databases and document managements systems / applications to enter, process, upload, track, retrieve and report various types of information, data, and documents.

• Provide accurate and timely information.

• Under general direction, perform various tasks associated with project audits.

Administrative Support

• Support other divisions, as needed, with various administrative tasks including coverage at the front desk and answering calls.

• Provide administrative support to Construction Operations personnel, including the preparation of expense reports, scheduling travel arrangements, and coordinating food and logistics for meetings and events.

• Assist in preparing project budgets, tracking expenses, compiling, and processing invoices and expense reports.

• Capture and compile meeting minutes.

• Collaborate with other divisions to streamline administrative processes and improve overall efficiency.

• Support office operations, including maintaining supplies and organizing filing systems.

• Support division meetings through the preparation of agendas, coordination of schedules, distribution of materials, capturing meeting minutes, etc.

Safety & Compliance

• Under general direction, coordinate technical and safety training courses.

• Track and maintain up-to-date training records, certifications, and incident reports.

• Support the implementation of safety initiatives and participate in safety meetings.

Additional Duties and Responsibilities include the following:

• Models and reinforces safety as a top priority of the organization.

• Meets schedules and deadlines, adheres to policies and procedures, and maintains a good attendance / tardiness record.

• Ensures client satisfaction, both internally and externally, through positive, pleasant, professional, and efficient handling of issues.

• Exercises good interpersonal skills by assisting others to accomplish work of the organization, even if it is outside the scope of regular duties.

• Performs other duties as assigned by the position’s supervisor.

Education, Experience and Skills

• A high school diploma is required; highly qualified candidates will possess a bachelor’s degree.

• Possess five years (min.) of experience in a similar role / capacity.

• Proficient with Microsoft Office suite of applications, specifically: Outlook, Word, Excel

• Experience working within databases and document management systems.

Technical and Mental Skills

• Ability to concentrate for extended periods of time.

• Ability to identify information while reading for extended periods of time.

• Recognize objectives associated with tasks. Perform tasks with objectives in mind.

• Operate within limits of authority.

• Prioritize and manage work tasks upon changes in direction / workload.

• Respond effectively to urgent and/or sensitive needs.

• Protect and maintain sensitive and confidential information.

Certificates, licenses, registrations desk

• None required.

Physical Demands

Physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to sit and stand; walk; use hands to finger, handle or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl; hear and speak; and is occasionally required to smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

WHO WE ARE:

Founded in 1952, Filanc is a family owned, award winning general engineering company that prefers alternative project delivery. We construct, renovate, and expand water and wastewater treatment, biosolids management and waste-to-energy facilities throughout the Western United States. Our core values: Integrity – our word is our bond, and we do what we say, Respect – we demonstrate respect for our employees -owners-subcontractors-vendors construction managers-inspectors Problem Solve – Work with any and all project team members to solve and resolve project issues with a project first approach.

COMPANY BENEFITS INCLUDE:

• Competitive compensation + medical, dental and vision insurance + Company paid life insurance + HSA & FSA Options + 401(K) Plan with company match, Profit Sharing + Paid time off + Paid holidays

Salary: $23-$28/hour