Office Coordinator

Office Coordinator

The Office Coordinator supports the Office Manager in executing the daily operations of a regional office at Summit Line Construction. This role contributes to the smooth coordination of administrative tasks, onboarding, scheduling, payroll support, document control, communication, and basic AP/AR functions. The Office Coordinator ensures efficient workflow, compliance with documentation and timekeeping requirements, and timely financial transaction processing in support of project and field teams.

Key Responsibilities

Administrative & Operational Support

• Assist with daily office functions, ensuring administrative tasks are completed accurately and on time.

• Maintain organized office supply inventory; reorder materials and coordinate vendor services.

• Maintain a safe and organized office environment; schedule maintenance and cleaning services as needed.

• Support the Office Manager in preparing operational reports and updates for leadership.

Employee Onboarding & Support

• Schedule onboarding meetings, safety orientations, and equipment setups for new hires.

• Ensure new hire documents are completed and DOT compliance paperwork is submitted and logged promptly.

• Upload all onboarding documentation into HRIS and confirm readiness with field supervision and corporate HR.

• Work with the Safety Team to track and validate training completions for all field employees.

Payroll & Timekeeping

• Collect and review daily timesheets and crew time entries from field leaders.

• Prepare accurate payroll summaries for review by the Office Manager and Payroll Department.

• Track and document temporary wage/job changes for union employees.

Scheduling & Calendar Management

• Maintain and update the regional calendar for meetings, trainings, events, and key deadlines.

• Schedule rooms, travel, and logistics for events; ensure meeting and travel details are confirmed in advance.

• Distribute reminders, confirmations, and follow-ups for all scheduled activities.

Client and Stakeholder Communication

• Serve as a secondary point of contact for client or vendor inquiries in the Office Manager's absence.

• Draft and distribute internal communications, announcements, and meeting notes.

• Provide timely and professional responses that reflect Summit Line's service standards.

Document Control & Compliance

• Organize, file, and upload employee, safety, and project documentation in accordance with compliance standards.

• Track documentation deadlines such as certifications, license renewals, and training records.

• Assist with document preparation and organization for internal audits and external reviews.

Accounts Payable / Accounts Receivable (AP/AR) Support

• Assist with preparing and submitting project-related invoices and billing documents.

• Track invoice deadlines and coordinate with project management and AR teams to ensure timely submission.

• Code and submit vendor invoices and receipts for AP processing; flag discrepancies as needed.

• Maintain tracking logs for outgoing invoices and incoming vendor payments.

Qualifications

Required Education

• Bachelor's degree in Business, Finance, Information Technology, or a closely related field.

Required Experience

• 5+ years of experience in business operations, process improvement, reporting/analytics, compliance administration, or a related role.

• 2+ years of experience leading people and/or cross-functional initiatives (direct supervisory experience preferred).

• Demonstrated experience developing and maintaining SOPs/policies, coordinating change management, and delivering measurable process improvements.

• Experience building and maintaining business reporting (dashboards, recurring leadership packets, KPI tracking).

Skills & Competencies

• Strong analytical and problem-solving skills with the ability to translate data into insights and actions.

• Excellent written and verbal communication skills; ability to create clear, usable documentation for technical and non-technical audiences.

• High attention to detail with consistent follow-through and ownership mindset.

• Effective stakeholder management across corp