Job Description

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Job Title: Construction Admin Coordinator
Duration: 6 Months
Location: Portland, OR - Hybrid
Description
The Construction Administrative Coordinator responsible for collecting and processing contractor-submitted information for construction projects. Ensures all required documentation is attached to work orders, validates permits and pre-requisites are satisfied, and interacts with Power BI dashboards and Tableau reports for accountability and project tracking. Supports program email management, facilitating communication between process owners and stakeholders. Provides general project team support, executing tasks within various systems, such as Maximo, work order system of record, for efficient task management and data processing. Adaptable role, subject to change with the evolving needs of the program.
Can you give a high-level overview of your team size, roles, its initiatives/deliverables, and any tool/technologies specific to your team/department/project they will be supporting: We are the program project management team, we have 8 PMs and support a wide variety of programmatic project work. Our largest programs primary function is replacing 6,000 poles every year, this role would be directly supporting that effort.
RESPONSABILITIES
Clerical Support: 75%

• Collect and process contracted submitted forms using Microsoft Forms and Planner
• Heavy data entry and task management in work order management and scheduling systems
• Validates processing accuracy using dashboards and reports.
• Data clean up using dashboards and reports.
• 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

What would "a day in the life" of this role look like?: Processing submittals for a variety of construction milestones, in a variety of data management and scheduling systems. Interactions with internal and external stakeholders in support of processing the submittals. Heavy email and Teams coordination and weekly team and workshopping meetings, to ensure knowledge growth and team cohesion.
What interaction level with this role have the team members and hiring manager? Daily interaction with a lead PM, weekly/bi-weekly interaction with hiring manager, limited interaction with project team, and daily interaction with admin and permitting teams.
What would you say is the top priority for the worker over the first few weeks/months?: Gaining access to our work order management tools, learning all of the players and getting introductions, learning as much as possible about the challenges we have in the work and finding ways to support the work.
What do you foresee being the biggest challenge in this role?

• Learning standards and all of the players, it can be a little overwhelming but we will be supporting this person.
• High volume of data entry requires focus, accuracy, and speed
• Maintaining professionalism in correspondence and phone etiquette under pressure
• Independently making appropriate decisions and knowing when to seek other expertise.
• Multitasking- utilizing and navigating computer applications each day that vary in complexity
• Applying good problem-solving skills under time pressures.
• Recognize and adapt to diverse work groups and customer groups honoring differing beliefs and value systems.
• This can be a very fast paced environment with significant demands. Adaptability, flexibility, and change readiness is essential to meet changing priorities.

Requirements
Required Skills
Is utilities experience required? Strong preferred
How many years of experience are you looking for?: 2+ years' experience with data entry and other clerical functions
Top 3 Must-Haves (Hard and/or Soft Skills):
1. Technology, this role will be in Outlook all day, working in our system of record, and coordinating with team and contractors. Must have good comfort level with Excel and Microsoft Office Suite.
2. Interpersonal skills are a must. We have constant interactions with the greater project team. We need professional and diplomatic communication skills. This needs to be coupled with patience and understanding.
3. Willingness to follow up and ask questions over and over till you get the answers you need.
Top 3 Nice-To-Haves (Hard and/or Soft Skills)
1. Excel proficiency
2. RFI processing/management
3. Construction/construction project management experience
Preferred skills
Any prior construction admin/project management or utility experience (especially in distribution operations) supporting construction execution and required permitting and documentation. OPUC, municipalities in Oregon,
Education Requirements (Experience in Lieu of Degree):
High school diploma plus 2+ years of experience in a progressive administrative support and secretarial positions, project administration, or equivalent combination of education and experience.

Skills Required