Field Office Coordinator 1

 

At Black & Veatch, our employee-owners go beyond the project. For over a century, we have been breaking down social, economic and geographic barriers by making life's critical resources accessible to all. Working with us, you will help provide critical expertise as we, along with our valued clients, deliver solutions that positively impact communities around the world. Our professionals are our greatest asset, and we believe nothing is more important than the health, happiness and professional growth of our employee-owners. With a focus on flexible work-life balance options, an expanding and diverse workforce, and limitless career growth opportunities, we will give you our best to help you give us your best, and together we can build a world of difference. 

 

Req Id : 101912 

Opportunity Type : Staff 

Relocation eligible : No 

Full time/Part time : Full-Time  

Contract Hire Only for this Project : No 

Job Summary

Responsible for coordinating a wide variety of administrative duties and tasks to ensure smooth project site office operations for typically a smaller construction management project. Acts as main administrative liaison between site office and home office administrator. Performs activities relating to accounting, timesheets, equipment and supplies. Oversees document control and receptionist activities. Has daily contact with various clients, subcontractors and Company employees. May plan, organize, direct and negotiate project office activities if required.

Key Responsibilities

• Supervises administrative support functions and staff as needed, including receptionist, and document control clerk 
• Supervisory duties include coordination of day-to-day activities, addressing performance issues, and recommending pay actions
• Supervises document control activities, including drawing control, project file management and use of electronic file storage system for project filing
• Collects and enters timesheets for Black and Veatch professionals, excluding craft personnel
• Performs all field accounts payable (AP) duties including entering purchase orders, matching invoices with materials receiving reports, and submitting documentation to home office AP for payment
• Maintains office equipment 
• Serves as project site's IT liaison for office equipment and connecting lines, which includes troubleshooting and working with home office IT staff on more complex issues
• Assists Project Field Management with administering and communicating policies and procedures
• Assists in project site mobilization and demobilization activities involving project team and equipment 
• Coordinates set up of office and equipment by working with IT Coordinator and equipment vendors
• May enter cost code information for Procurement cards, approve purchases when necessary, and submit corresponding documentation to home office procurement
• May be responsible for providing administrative support for startup operations, engineering, project controls and/or procurement activities
• May purchase office equipment and supplies
• May provide guidance to managers regarding the disciplinary process
• List positions receiving direction: Document Control Clerk, Receptionist 

Management Responsibilities

Acts in capacity of a "lead person." Does not have management responsibility for the people to whom they provide work direction.

Preferred Qualifications

• High School Diploma or equivalent  
• Human Resources and PeopleSoft experience preferred

Preferred Skills:

• Knowledge of administrative policies and procedures
• Knowledge of HR policies and procedures 
• Knowledge of employment law, FMLA, ADA
• Knowledge of HRIS policies and procedures
• Knowledge of time reporting policies and procedures
• Knowledge of expense reporting policies and procedures
• Knowledge of electronic file storage system
• Supervisory skills
• Accounting skills
• Customer and Employee Relation skills
• Oral and written communications skills
• Multi-tasking ability (prioritize, organize, schedule work)
• Office equipment troubleshooting skills
• Desktop PC (Outlook, Access, Excel, Word) 

Minimum Qualifications

1+ years relevant experience required. Some related open shop and/or union experience preferred. All applicants must be able to complete pre-employment onboarding requirements (if selected) which may include any/all of the following: criminal/civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations.

Certifications

Work Environment/Physical Demands

Extensive field office environment; limited travel.Field office environment E