Office Coordinator

Join to apply for the Office Coordinator role at William Charles Construction Company, LLC, a Mas Tec Company
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We are hiring an Office Coordinator in our Springfield, IL office. This is an on‑site position Monday‑Friday.

The Office Coordinator supports daily office operations and construction project teams by managing incoming calls, mail, guests, and shipments while maintaining organized filing systems. The role provides administrative support across departments, including assisting with jobsite setups, project documentation, subcontractor payment verification, and project closeout activities. The Office Coordinator ensures efficient communication between internal teams and external vendors to support smooth project execution.

With more than a century of exceptional work on our resume, William Charles Construction remains guided by the pursuit of excellence. Our “Do it Right the First Time” work ethic has been the cornerstone of our business philosophy since 1892. With our broad background in heavy civil construction, environmental management and mining and materials production, we have the expertise to help our customers complete their most complex projects.

Mas Tec’s Clean Energy & Infrastructure (CE&I) segment generates over $4 billion in annual revenue, providing construction services across industrial, renewables and infrastructure sectors. Our industrial expertise includes building products manufacturers, decarbonization, power generation facilities, manufacturing plants and mining. In infrastructure, we specialize in general heavy civil construction, underground utilities, structures, electrical work, material production, roadways, bridges, specialty pavement overlays, environmental projects and commercial buildings.

Our renewables sector focuses on solar, wind and battery storage. Sustainability and safety are foundational to our culture and influence everything we do. Mas Tec, a minority‑owned Fortune 500 company, has shaped the construction industry for more than 90 years. With over 35,000 employees and 400 offices nationwide, we provide flexibility and career growth in dynamic work environments.

• Responsible for receiving and routing incoming phone calls received by field personnel.
• Greets guests and establishes their needs to direct them to the appropriate person.
• Responsible for picking up and sorting incoming mail as well as delivering mail to appropriate interoffice recipients, including post office pickup/drop off.
• Creates UPS and Fed Ex shipments and delivers received packages as needed.
• Responsible for entering data into computer programs for various projects.
• Responsible for supporting various departments on tasks including new jobsite trailer setups/field site needs.
• General office duties such as ordering/maintaining office supplies.
• Work with project controls and compliance to verify payment status for subcontractors.
• Assist Project Managers and Project Engineers with project closeout documentation.
• Cross‑functional support with Accounts Payable and Project Management teams.
• Communicate with vendors regarding closeout, startup, and other documentation across contracts.
• Serve as point of contact for administrative and operations across project teams.
• Maintain both physical and digital filing systems.
• Will provide other duties as assigned.

• High School Diploma or equivalent.
• 1 to 3 years Office Coordinator/Reception experience in a fast‑paced environment.

• Working knowledge of Microsoft Office.
• Working knowledge of basic office practices.
• Ability to effectively communicate orally and in writing, in person and by telephone.
• Operating telephone equipment and receiving/transferring of incoming calls.
• Any combination of equivalent education and work experience will be considered.

• Competitive pay – $23.00 – $27.00 / hour, commensurate with experience.
• 401(k) with company match & Employee Stock Purchase Plan (ESPP).
• Flexible spending account (Healthcare & Dependent care).

• Medical, Dental, and Vision insurance (plan choice) – coverage for spouse, domestic partner, and…