Construction Materials Services Group Coordinator

Description

The Opportunity:

The Construction Materials Services (CMS) Group Coordinator supports the entire CMS Group by managing various operational tasks. This role involves managing resources, standardizing processes, and supporting group-wide initiatives and activities. The CMS Group Coordinator ensures smooth operations within the CMS Group and helps maintain consistency and efficiency across different teams and offices. 

Responsibilities: 

Centralized Equipment, Training and Certification and Supplies Management: 

• Creates and manages centralized equipment and supplies inventory for the CMS group. 
• Negotiates discounted rates with vendors and manage/track purchases. 
• Tracks and manages equipment for the group in all office locations.  

Standardizing Processes: 

• Collaborates with the Administrative Services team to standardize, implement, and maintain CMS operational processes across the group, including project registry, trip tickets, reports, timesheets, preliminary invoice review, client invoicing guidelines, AR follow-up/tracking, and contract administration, while providing training and support on new and updated procedures. 
• Document Control: Assists with the standardization, organization, and maintenance of CMS contracts, references, guides, SOPs, and templates, ensuring documents are current, appropriately categorized, and readily accessible to staff. 
• An administrative controller of CMS reporting software. A “Super User” focused on leveraging the system to its fullest. Responsible for weekly QA/QC auditing of billing units.  
• Regional Training Leader (RTL) program coordination, minutes, document creation and follow up. 

Group-Focused Activities Support: 

• Coordinate and attend seasonal office visits (including 2-3 weeks of out-of-town travel, three times per year), annual strategic and business planning activities, Summit meetings, etc. with CMS Leadership 
• Facilitating, preparing and coordinating meetings noted above and documenting initiatives and operational activities for the group using Microsoft Planner (or similar productivity software) 
• Support change management by bridging communication and coordination with SME’s Corporate Services Teams (admin, marketing, accounting, etc.).  Advocate for those groups by identifying challenges/hurdles imposed by new ideas/processes/technologies and help the stakeholders find wins for all parties. 

Leadership Support: 

• Coordinates CMS Leadership (including the Business Unit Leader, Group Leader, Chief Engineer and Assistant Group Leaders), calendars, meetings, travel, and scheduling priorities. 
• Prepare meeting agendas, presentations, reports, meeting minutes, follow-up communications, and action item tracking to help ensure leadership initiatives and commitments are executed effectively. 
• Help leadership with drafting, proofreading, and coordinating internal and external communications, presentations, business planning materials, and special projects. 
• Coordinate and track leadership action items, deadlines, strategic initiatives, and operational priorities while maintaining confidentiality and professionalism with sensitive business information. 

Recruiting and Staffing Support: 

• Coordinate, track and manage recruiting and staffing efforts for the CMS group. 

Cross-Office Management: 

• Serve as a liaison between group and RSO/Safety for Nuclear Density Gauge needs. 
• Track and manage the Technical Skills Assessment process in coordination with the CMS Chief Engineer and RTL’s. Coordinate and support HR with HRIS certification updates.  

Project Coordination: 

• Coordinate and monitor compliance with master agreements and most-recent negotiated contracts (