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Construction Administrative Coordinator
Mavensoft Technologies, Llc. Portland , OR 97224
Posted 6 days ago
Job Title: Construction Administrative Coordinator
Location: Portland, OR (Hybrid) Duration: 12 Months
Work Details: Hybrid with limited requirements to be in person at WTC; Work Hours: 40; 8 – 5 PST; No travel. Local hires only. Onsite for specific meetings and in person training. Long term performance and necessity demonstrated; this position has the potential to be justified as an FTE.
Key Skills: Excel, Outlook, and Microsoft Office Suite, RFI, Interpersonal skills and great communication skills.Any prior construction admin/project management or utility experience (especially in distribution operations) supporting construction execution and required permitting and documentation. OPUC, municipalities in Oregon, NESC standards, private communications, UG locates, easements and right of way experience desired.Top 3 Must-Haves (Hard and/or Soft Skills):
1. Technology, this role will be in Outlook all day, working in our system of record, and coordinating with team and contractors. Must have good comfort level with Excel and Microsoft Office Suite.
2. Interpersonal skills are a must. We have constant interactions with the greater project team. We need professional and diplomatic communication skills. This needs to be coupled with patience and understanding.
3. Willingness to follow up and ask questions over and over till you get the answers you need.Top 3 Nice-To-Haves (Hard and/or Soft Skills):
1. Excel proficiency
2. RFI processing/management
3. Construction/construction project management experienceEducation Requirements (Experience in Lieu of Degree): High school diploma plus 2+ years’ experience with data entry and other clerical functionsJob Description:
The Construction Administrative Coordinator is responsible for collecting and processing contractor-submitted information for construction projects. Ensures all required documentation is attached to work orders, validates permits and pre-requisites are satisfied, and interacts with Power BI dashboards and Tableau reports for accountability and project tracking. Supports program email management, facilitating communication between process owners and stakeholders. Provides general project team support, executing tasks within various systems, such as Maximo, Client’s work order system of record, for efficient task management and data processing. Adaptable role, subject to change with the evolving needs of the program.Job Responsibilities:
Clerical Support: 75%
• Collect and process contracted submitted forms using Microsoft Forms and Planner
• Heavy data entry and task management in work order management and scheduling systems
• Validates processing accuracy using dashboards and reports.
• Data clean up using dashboards and reports.
• Verify work order completion for accounting.Support Management of Group Mailbox: 20%
• Review, route and/or process emails for the team
• Insert and update work order management tasks associated with acquired information.
• Attach documentation acquired via email in a variety of systems.Task Management Process Documentation (5%)
• Maintain process instructions for contractor submittal forms
• Support training new staff on process instructions Please Apply Online. To learn more about Mavensoft visit us at www.mavensoft.com
Location: Portland, OR (Hybrid) Duration: 12 Months
Work Details: Hybrid with limited requirements to be in person at WTC; Work Hours: 40; 8 – 5 PST; No travel. Local hires only. Onsite for specific meetings and in person training. Long term performance and necessity demonstrated; this position has the potential to be justified as an FTE.
Key Skills: Excel, Outlook, and Microsoft Office Suite, RFI, Interpersonal skills and great communication skills.Any prior construction admin/project management or utility experience (especially in distribution operations) supporting construction execution and required permitting and documentation. OPUC, municipalities in Oregon, NESC standards, private communications, UG locates, easements and right of way experience desired.Top 3 Must-Haves (Hard and/or Soft Skills):
1. Technology, this role will be in Outlook all day, working in our system of record, and coordinating with team and contractors. Must have good comfort level with Excel and Microsoft Office Suite.
2. Interpersonal skills are a must. We have constant interactions with the greater project team. We need professional and diplomatic communication skills. This needs to be coupled with patience and understanding.
3. Willingness to follow up and ask questions over and over till you get the answers you need.Top 3 Nice-To-Haves (Hard and/or Soft Skills):
1. Excel proficiency
2. RFI processing/management
3. Construction/construction project management experienceEducation Requirements (Experience in Lieu of Degree): High school diploma plus 2+ years’ experience with data entry and other clerical functionsJob Description:
The Construction Administrative Coordinator is responsible for collecting and processing contractor-submitted information for construction projects. Ensures all required documentation is attached to work orders, validates permits and pre-requisites are satisfied, and interacts with Power BI dashboards and Tableau reports for accountability and project tracking. Supports program email management, facilitating communication between process owners and stakeholders. Provides general project team support, executing tasks within various systems, such as Maximo, Client’s work order system of record, for efficient task management and data processing. Adaptable role, subject to change with the evolving needs of the program.Job Responsibilities:
Clerical Support: 75%
• Collect and process contracted submitted forms using Microsoft Forms and Planner
• Heavy data entry and task management in work order management and scheduling systems
• Validates processing accuracy using dashboards and reports.
• Data clean up using dashboards and reports.
• Verify work order completion for accounting.Support Management of Group Mailbox: 20%
• Review, route and/or process emails for the team
• Insert and update work order management tasks associated with acquired information.
• Attach documentation acquired via email in a variety of systems.Task Management Process Documentation (5%)
• Maintain process instructions for contractor submittal forms
• Support training new staff on process instructions Please Apply Online. To learn more about Mavensoft visit us at www.mavensoft.com
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