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Construction Admin. Coordinator

3 months ago

Portland, United States Rose International Full time

  • **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

  • **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**

Description:

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 Client poles every year, this role would be directly supporting that effort.

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 Client 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.

Required Skills

Is utilities experience required? Strong preferred

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

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.

How many years of experience are you looking for?: 2+ years’ experience with data entry and other clerical functions

Job 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 Client systems, such as Maximo, Client work order system of record, for efficient task management and data processing. Adaptable role, subject to change with the evolving needs of the program.

Preferred job 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, NESC standards, private communications, UG locates, easements and right of way experience desired.

Brief Job Description:

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

Benefits:

For information and details on employment benefits offered with this position, please visit here. Should you have any questions/concerns, please contact our HR Department via our secure website.

California Pay Equity:

For information and details on pay equity laws in California, please visit the State of California Department of Industrial Relations' website here.

Rose International is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender (expression or identity), national origin, arrest and conviction records, disability, veteran status or any other characteristic protected by law. Positions located in San Francisco and Los Angeles, California will be administered in accordance with their respective Fair Chance Ordinances.

If you need assistance in completing this application, or during any phase of the application, interview, hiring, or employment process, whether due to a disability or otherwise, please contact our HR Department.

Rose International has an official agreement (ID #132522), effective June 30, 2008, with the U.S. Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Verification Program (E-Verify). (Posting required by OCGA 13/10-91.).