Administrative Coordinator (Construction/Millwork) — On-Site, Part-Tim

Schedule: Mon–Fri, 7:00 AM–1:00 PM (on-site, predictable coverage required)

Role Purpose

Keep projects, paperwork, purchasing, and the front desk moving—accurately and on time.

Core Responsibilities

· Project/Contract Admin: Create/maintain job folders; file contracts/COs/RFIs; track licenses/COIs/pay-apps; send closeout packages.

· Insurance & Compliance: Request COIs to spec (endorsements: Additional Insured, Primary/Non-Contributory, Waiver of Subrogation); track expirations; assist with lien waivers.

· Purchasing Support: Request quotes, issue POs, track ETAs/shipments, and maintain a live PO log (updated weekly).

· Front Desk & Comms: Answer/route calls, greet visitors/drivers, manage deliveries; draft clear emails/letters; maintain templates.

· General Admin: Calendar support, meeting notes/follow-ups; light ERP (Innergy) entry; basic Excel summaries.

KPIs (what “good” looks like)

· Attendance/on-time (7–1): ≥ 99% scheduled days, on time

· COI turnaround: < 24 hours from request; zero lapse

· Closeout packages: sent ≤ 5 business days of GC request/substantial completion

· PO tracking accuracy: 100% of active POs have current ETA

· Inbox SLA: acknowledge within 4 business hours; complete by due date

· Document accuracy: ≥ 99% (names, job #s, dates, amounts, signatures)

· Call handling: ≥ 95% of calls answered during 7–1; messages logged within 10 minutes

Must-Haves

· 2+ years admin coordination in construction/millwork/trades office

· COI/contract document control basics; lien waiver/pay-app familiarity a plus

· Excel/Word/PowerPoint (filters, basic formulas, page setup; PDF merge/bookmark)

· Bilingual (English/Spanish) preferred; professional communication

· Detail-obsessed, organized, dependable, calm under deadlines

Nice-to-Haves

· Innergy ERP, DocuSign, Adobe Acrobat Pro

Tools

Outlook/Teams, Innergy ERP, SharePoint/OneDrive, Acrobat Pro, Excel/Word/PowerPoint, label/scanner