Office Coordinator/Project Admin Assistant

ABOUT THE TEPA COMPANIES

The Tepa Companies are wholly owned subsidiaries of the Paskenta Band of Nomlaki Indians. They deliver comprehensive and sustainable solutions to federal, state, local and private-sector clients throughout the United States. The tribally owned companies work independently and collaboratively to provide wide-ranging construction, engineering, environmental, industrial, staffing and technology services. Established in 2005, the Tepa Companies employ people in offices across the United States, including California, Colorado, Florida, Georgia, Missouri, and Texas.

When you join Tepa Companies, you have the opportunity to expand your entrepreneurial skill set while growing professionally alongside the best in the industry. You will have the opportunity to impact your team, the organization as a whole and subsequently, our Tribe.

We seek out top talent to provide the best services for our clients. We focus on being a responsible company for our employees and their families by creating a culture that reflects our core values and offering competitive pay and benefits packages. Tepa Companies is an equal opportunity employer and encourages diversity in the workforce.

LOCATION - Colorado Springs Office

ABOUT THE JOB

As the Project Administrative Assistant (PAA), you will provide project support to project management and field teams. You will create and maintain project files, track subcontractor paperwork (including but not limited to: subcontracts, insurance, payroll, pay applications), and communicate with field and office staff regarding subcontractor employee hours and labor classifications. As the the Office Coordinator, you will run the front desk and work closely with a number of internal departments, including Executive Leadership, Finance, and Operations. You will be responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, and task delegation. 

Essential Job Functions:

• Monitors project budgets to ensure resources are used efficiently
• Performs cost analysis and provides recommendations to management
• Identifies potential problems with project logistics and takes action in advance
• Responds to field staff questions
• Ensures accounting has necessary contract documents for project maintenance and payments
• Tracks and submits expense reports for management and field teams
• Reports status and updates verbally and in written form to management
• Organizes and monitors schedules to ensure deadlines are met
• Coordinates efforts within the team and with outside vendors efficiently
• Point person for building maintenance, mailing, shipping, supplies and equipmen
• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on tim
• Manage contract and price negotiations with office vendors and service provider
• Oversee adherence to office policies and procedure
• Review office furniture and equipment need
• Arrange corporate events to take place outside of the workplace, such as Senior Leadership meetings, office parties/gatherings and Holiday Part
• Handle all meeting/employee event details for the PNW region, including venues, food, dates, reminders for staff, contracts, payment arrangements, etc
• Manage distribution of employee Building and office passes
• Front Desk Duties
  1. Greet clients/suppliers/visitors in a professional and courteous manner
  2. Direct all guests to fill out required questionnaire and log
  3. Answer, screen and forward incoming phone calls
  4. Shipping and Mail
  5. Check and distribute USPS mail
  6. Manage FedEx and UPS shipments when requested – ingoing and outgoing, including signing for deliveries and ensuring timely distribution
  7. Manage inventory, ordering, and stocking of office supplies, including break room supplies
  8. Keep refrigerators stocked and cleaned
  9. Keep common areas clean and presentable – including conference rooms, kitchen, reception, etc.
  10. Maintain office equipment, including repairs, inventories, and instructions
  11. Perform general administrative duties, including typing, scanning, faxing, data entry, etc.
  12. Report to the Vancouver office at 8:00 am – 4:30 pm Monday – Friday unless other arrangements are made, taking point on opening all doors, turning on the lights, and TVs

• Assist with other miscellaneous projects as assigned
• Track and submit Bid Bonds requests
• Maintain a notary license
• Assist the Finance & Accounting team with data entry items as needed including sending out payment notices and entering vendor invoices.
• Meet with all new