Administrative Coordinator

Job Details

We are currently seeking a highly organized and detail-oriented Administrative Coordinator – Equipment Installation & Utilities Operations for one of our clients. This role plays a critical part in supporting field operations by ensuring payroll accuracy, coordinating subcontractor activity, and maintaining essential documentation. The Administrative Coordinator – Equipment Installation & Utilities Operations will work closely with the Director of Equipment Installation and Outside Utilities Operations Managers to keep projects running efficiently and on schedule.

The ideal Administrative Coordinator – Equipment Installation & Utilities Operations thrives in a fast-paced environment, preferably within construction, utilities, or field operations. This position requires a high level of accuracy, strong organizational skills, and the ability to manage multiple priorities while supporting both field teams and leadership.

 

Key Responsibilities

Payroll & Time Management

• Collect, review, and process weekly payroll for installation and utilities crews
• Verify timecards for accuracy, proper job coding, and necessary approvals
• Track overtime, per diem, travel time, and job allocations
• Coordinate payroll adjustments and communicate discrepancies promptly
• Maintain payroll records in compliance with company policies and labor regulations

Subcontractor Administration

• Assist with onboarding subcontractors, including W-9s, certificates of insurance, and contracts
• Track subcontractor invoices and ensure alignment with project progress
• Coordinate approvals and submit invoices for payment processing
• Maintain accurate and up-to-date subcontractor files and documentation

Operational & Project Support

• Support leadership with scheduling, reporting, and administrative coordination
• Prepare job packets, contracts, change orders, and project documentation
• Maintain job cost tracking spreadsheets and internal reports
• Assist with permitting documentation and compliance tracking as needed
• Coordinate communication between field crews and office leadership

General Administrative Duties

• Answer and route incoming calls related to operations
• Maintain organized digital and physical filing systems
• Prepare reports, presentations, and internal communications
• Assist with equipment tracking, purchase orders, and vendor coordination
• Support safety documentation and training record tracking

Qualifications

• Minimum of 2+ years of administrative experience (construction, utilities, or field operations preferred)
• Experience with payroll processing and time tracking systems
• Strong proficiency in Microsoft Office, especially Excel
• Excellent organizational skills with strong attention to detail
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Strong communication skills with a professional demeanor
• Experience with subcontractor coordination or job cost tracking is a plus
• High level of accuracy, accountability, and confidentiality, especially with payroll information
• Ability to work independently and proactively
• Strong problem-solving mindset and adaptability
• Comfortable working with both field personnel and leadership teams