Job Summary
The Administrative Coordinator at A.D.A Demolition, Inc. will oversee daily office operations, provide comprehensive administrative support, and assist project management teams in coordinating demolition and clean-up activities. This role demands a high level of organization, a proactive approach, and the ability to work collaboratively with various departments, including project management, finance, and field operations.
The ideal candidate will be detail-oriented, adaptable, and capable of handling multiple tasks in a dynamic, fast-paced environment.
Key Responsibilities
Administrative Support
- Serve as the first point of contact for incoming communications, managing phone calls, emails, and visitor inquiries.
- Maintain a well-organized office environment, ensuring all office supplies and resources are readily available.
- Prepare and distribute internal memos, meeting agendas, and project updates.
- Assist in onboarding new office and field staff by preparing documentation and coordinating training schedules.
Document Management
- Develop and maintain an efficient filing system for project documentation, including permits, contracts, insurance certificates, and safety certifications.
- Regularly update and audit project files to ensure all documents are current and compliant with industry regulations.
- Coordinate with project managers to ensure all necessary permits and licenses are obtained and filed correctly.
Scheduling and Coordination
- Coordinate project timelines and maintain a master calendar for site visits, project deadlines, and team meetings.
- Schedule and organize team meetings, client consultations, and vendor appointments.
- Arrange travel logistics for project managers and field crews, including accommodations and transportation when necessary.
Invoicing and Billing
- Prepare, verify, and process client invoices in coordination with the finance department.
- Track accounts receivable and payable, ensuring timely payment processing and resolving any billing discrepancies.
- Generate and review monthly financial reports and budget summaries related to ongoing projects.
Inventory and Office Supply Management
- Monitor office and project supply levels, coordinating with the warehouse team to ensure timely procurement and delivery of necessary materials.
- Maintain a log of all office equipment and manage service schedules for regular maintenance.
- Facilitate the purchase and inventory of safety equipment and materials required for field operations.
Client and Vendor Relations
- Act as a liaison between clients, vendors, and internal teams to facilitate smooth communication and project updates.
- Handle client inquiries professionally, providing timely updates and information on project progress and timelines.
- Maintain and update the client contact database for future project opportunities and networking.
Data Entry and Reporting
- Input and manage project data in company databases and project management software.
- Compile data for management reports, including project status updates, resource allocation, and financial forecasts.
- Prepare detailed project reports for management review, highlighting key milestones and any areas of concern.
Safety and Compliance Assistance
- Maintain comprehensive safety records, ensuring all staff certifications and training documents are up-to-date and compliant with OSHA standards.
- Assist in preparing safety training materials and coordinate regular safety briefings for office and field staff.
- Support the safety officer in documenting and filing incident reports and safety audits.
Project Assistance
- Assist project managers with administrative tasks related to project planning, budgeting, and scheduling.
- Prepare and distribute project kick-off materials and close-out reports.
- Coordinate with field teams to gather progress updates and ensure timely completion of project deliverables.
Marketing and Communications
- Assist with creating marketing materials, including brochures, presentations, and proposals to support business development.
- Manage the company's social media accounts and update content regularly.
- Support the planning and coordination of company events, trade shows, and industry conferences.
Qualifications
Education and Experience
- High school diploma or equivalent required; associate degree in business administration or a related field preferred.
- Minimum of 2 years of experience in an administrative role, preferably in the construction or demolition industry.
- Familiarity with construction permits, invoicing, and safety compliance is highly preferred.
Skills and Competencies
- Strong organizational and multitasking abilities in a fast-paced environment.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with project management software
- Excellent written and verbal communication skills to interact with management, employees, and clients.
- Ability to work independently and collaboratively as part of a team.
- Strong attention to detail and ability to meet deadlines efficiently.
- Basic knowledge of accounting principles and invoicing.
- Bilingual (English/Spanish) is preferred but not required.
Working Conditions
- Full-time office position, Monday through Friday, with occasional extended hours based on project deadlines.
- Occasional site visits may be required to gather information or deliver project documents.
- The position may involve sitting for extended periods, handling paperwork, and light lifting of office supplies.