Administrative Coordinator at Current Openings

Job Summary 

The Administrative Coordinator, Field Operations provides essential support to the daily functions of the Production and Field Operations teams, including construction, water mitigation, mold remediation, and project management. This role is responsible for coordinating administrative processes, managing documentation, and ensuring clear communication between office and field staff. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, deadline-driven environment. 

Key Responsibilities 

File & Document Management 

• Maintain and organize files for all active and closed projects. 

• Ensure documentation is collected, labeled, and stored according to company standards. 

• Upload and manage digital records in cloud-based or internal job management systems. 

Daily Field Reports (DFRs) 

• Generate and distribute Daily Field Reports based on input from field staff. 

• Review reports for accuracy, timeliness, and filing compliance. 

Crew Sheet Coordination 

• Collect, track, and review crew sheets from field personnel. 

• Verify accuracy and follow up with staff as needed. 

• Input crew hours into internal tracking or timekeeping systems as required. 

Reporting & Communication 

• Generate status and progress reports for project managers and company leadership. 

• Assist in tracking production milestones, job progress, and follow-up items. 

• Serve as a communication bridge between office and field teams to ensure seamless coordination. 

Permit Coordination 

• Prepare and submit permit applications for construction projects. 

• Track permit statuses, follow up on approvals or additional requirements, and communicate updates to project teams. 

• Maintain organized records of permits, renewals, and inspections. 

Administrative & Operational Support 

• Provide scheduling, documentation, and administrative support to production and project management staff. 

• Order materials or supplies as requested by team leads. 

• Support onboarding of subcontractors and vendors by gathering compliance forms and required documentation. 

Qualifications 

• Education: High school diploma or equivalent required; associate’s or bachelor’s degree preferred. 

• Experience: 2+ years in an administrative coordination role; experience in construction, restoration, or a related industry preferred. 

Skills: 

• Strong organizational and time-management abilities. 

• Excellent written and verbal communication skills. 

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook). 

• Familiarity with construction or restoration software (e.g., Xactimate, DASH, JobNimbus, Buildertrend) is a plus. 

• Ability to work independently and collaboratively across departments. 

Work Environment 

• Primarily office-based with occasional visits to job sites or municipal offices for permit submissions. 

• Fast-paced, dynamic environment requiring flexibility and multitasking.