Construction Office Coordinator

Job Summary

As the Construction Office Coordinator, you will work onsite in Tacoma, WA to provide administrative support across multiple construction projects and departments, including document control, payroll, cost accounting, project startup, and closeout.

• Maintain project documents, accounting data, and payroll data in multiple ERP components (Procore, Heavy Job, Costpoint, OnBase).
• Maintain and file paperwork, project documents, and certified payroll.
• Prepare and submit weekly payroll to accounting, verifying all timecards following union MLA guidelines.
• Monitor and distribute AP email invoices and mailed AP invoices to accounting, and distribute invoices to project coordinators and project engineers.
• Request and track project bonds, insurance, city business licenses, and other required documents.
• Manage expense reports for managers and coordinate cost‑coding each month.
• Reconcile cost data and documentation in the ERP system.
• Submit and maintain intents and affidavits for projects.
• Communicate with the project coordinator that all required documentation from subcontractors and vendors is current prior to payment release.
• Assist managers with project startup, coordinating the setup of services for vendors, subcontractors, utilities, and other agencies.
• Assist the manager with project closeout, including client and subcontractor closeout, accounting and ERP processes.
• Manage and coordinate badging and security credentials for employee access to restricted sites.
• Maintain all documentation necessary for employee access.
• Assist with setting up vendor accounts as needed.
• Order and maintain all main office supplies.
• Check mail for incoming payments and complete weekly check deposits.
• Enter received check amounts into Procore.
• Develop and maintain positive working relationships with co‑workers and other departments.
• Plan, coordinate, and prioritize multiple projects simultaneously.
• Assist executives and senior managers with any issues that arise requiring immediate action.
• Maintain a high degree of situational awareness and work in a safe manner.
• Perform other duties as directed.

• Basic understanding and general knowledge of industry best practices and procedures.
• Knowledge and skills in computerized accounting systems, financial reporting, and project management systems.
• Excellent analytical and technical skills.
• Strong project management and organizational skills.
• Exceptional time management skills.
• Excellent communication skills, both oral and written.
• Ability to work in a team environment.
• Good working knowledge of various personal computer business software applications used by the company.
• Ability to learn new applications.
• Ability to learn and understand the company’s SOPs.
• Basic math skills.
• Business ethics and integrity.
• Detail orientation with superior organizational, follow‑up, and records maintenance skills.
• Resourcefulness when assisting management and co‑workers.
• Reading and interpreting documents such as safety rules, operating maintenance instructions, and procedure manuals.
• Writing routine reports and correspondence.
• Operating a motor vehicle safely.
• Experience in a Native Corporation multi‑business environment.

High School Diploma or equivalent required.
Valid state driver’s license and qualified to operate a vehicle under the company’s Driving Policy.
Ability to pass drug, driving, and background screenings.

Associate degree or equivalent in Business Administration or a similar field.
Two (2) to five (5) years of experience in a similar position or construction industry.

The work environment is fast‑paced and requires frequent multitasking. Occasional overtime may be required to meet project deadlines.

• Competitive wages and bonus programs
  Annual performance reviews with training recommendations
• Mentorship Program to develop careers within the family of companies
• Tuition reimbursement
• Health insurance through the Federal Employee Benefit Program (FEHB) with multiple plans and low employee premiums
• FSA health care and/or dependent care/HSA with HDHP
• Dental and Vision Insurance
• Employee Assistance Program
• C…