Administrative Coordinator

The Administrative Coordinator is
a vital member of the corporate team, providing comprehensive administrative
and operational support to several members of the leadership team. This role
requires exceptional organizational ability, a proactive mindset, and strong
communication skills to facilitate seamless collaboration, scheduling, and
day-to-day coordination across departments. Operating in a dynamic, fast-paced
environment, the Administrative Coordinator will be instrumental in ensuring
efficient operations and reinforcing a high standard of professionalism
throughout the organization.

Essential Duties & Responsibilities

• Coordinate and manage
  calendars for multiple leadership team members, including scheduling
  meetings, site visits, and travel.
• Track and communicate
  upcoming commitments and changes proactively to avoid conflicts and ensure
  preparedness.
• Support the risk management
  function by coordinating project-specific builder's risk policy
  documentation, tracking corporate insurance policies and renewals, and
  assisting with the logging and monitoring of insurance claims to ensure
  timely resolution and documentation.
• Prepare, proofread, and
  format a variety of documents such as correspondence, reports,
  presentations, and internal communications.
• Organize and facilitate
  internal and external meetings, including agenda preparation, attendee
  coordination, note-taking, and logistical support.
• Compile and submit expense
  reports and reconcile credit card statements for designated team members.
• Arrange and coordinate
  travel, accommodations, ground transportation, and site logistics across
  different schedules and locations.
• Maintain confidentiality and
  handle sensitive information with discretion and professionalism.
• Provide general office
  support, including equipment upkeep, supply inventory, and coordination
  with property management and vendors.
• Support front desk and
  reception functions as needed, including phone coverage and visitor
  management.
• Serve as a liaison with
  internal departments and external stakeholders (e.g., clients,
  contractors, subcontractors, vendors) to foster clear and timely
  communication.
• Maintain
  organized digital and physical filing systems for executive documentation
• Assist
  with special projects, events, and cross-departmental initiatives that advance
  business goals and enhance operational efficiency.
• Other duties as assigned.

Knowledge, Experience, and Special Skills Required

• 3-5 years of experience in an
  administrative or coordinator role, or equivalent, preferably in the
  construction or real estate industry, supporting senior-level
  professionals or multiple stakeholders.
• High
  school diploma or equivalent; associate or bachelor's degree in business is
  a plus.
• Exceptional organizational
  and time management skills.
• Excellent written and verbal communication skills.
• Proficiency
  in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with
  Procore and Bluebeam is a plus.
• Strong
  attention to detail and ability to manage competing priorities.
• Professional
  demeanor, discretion, and a high level of reliability

Job Demands

May be exposed to heavy machinery/equipment, hazardous chemicals and
extreme weather conditions. A minimum of 40 hours per week is required. Works hours will vary depending on project
specifications, and may involve overtime, weekends and night work.

The above statements are intended to describe the general nature and
level of the work required. They are not
exhaustive lists of all duties and responsibilities, knowledge, skills,
abilities, physical job demands and working conditions associated with the
job. Successful candidates will seek
additional duties to master.

Coakley & Williams Construction is an Equal Opportunity and
Affirmative Action Employer committed to diversity and inclusion in the
workplace. All qualified applicants will receive consideration for employment
without regard to sex, race, color, age, national origin, religion, physical
and mental disability, genetic information, marital status, sexual orientation,
gender identity/assignment, citizenship, pregnancy or maternity, protected
veterans' status, or any other status prohibited by applicable national,
federal, state, or local law. Coakley & Williams Construction promotes a
drug-free workplace.