Administrative Coordinator, Construction

Kiewit; Fairfield (CA); On-site; USD 41,000 - 45,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

Retirement plan with matching

Paid time off

Job summary

Kiewit in Fairfield, CA is seeking an Administrative Coordinator to provide multi-project support across our Northern California District. The role centers on managing pricing, cost tracking, and document workflows for active construction jobs and internal teams.

You will handle proposals, back-charge processes, and monthly reporting while coordinating with project teams, accounts payable, and procurement. Strong Excel and ERP experience are required, with attention to detail and deadlines.

Qualifications

• Experience in construction administration or project controls preferred.
• Strong Excel skills and proficiency with Outlook, Word, Teams, SharePoint, and Smartsheet.
• SAP or ERP experience preferred; InEight or EquipmentWatch a plus.
• Attention to detail and ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Prepare pricing proposals for change work and review proposals for compliance with contract requirements.
• Compile and reconcile labor, equipment, material, and subcontractor costs with backup.
• Research and maintain labor and equipment rates using union rate sheets, prevailing wage determinations, Bluebook, Caltrans, and USACE.
• Maintain pricing templates, schedules, and organized project files.
• Assist in the recovery of back charges, maintaining documentation, monitoring status, and coordinating with project teams.
• Review contract documents to identify change management requirements.
• Support multiple project teams by resolving information gaps, attending virtual meetings, tracking action items, and communicating status.
• Assist with accounts payable, invoice processing, expense reports, and purchasing card transactions using Concur and other financial systems
• Assist with monthly reporting, reconciliations, and other accounting-related activities
• Maintain accurate financial records, budget tracking, and project cost documentation
• Prepare financial reports, spreadsheets, and billings
• Monitor deadlines, coordinate approvals, and communicate status to appropriate stakeholders.

Skills

Advanced Excel

Outlook/Office 365

Verbal & written communication

Multitasking

Tools

SAP

Smartsheet

SharePoint

Job description

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Home District/Group:Northern California District

Department:Administration

Market:Transportation

Employment Type:Full Time

Position Overview

At Kiewit, the scale of our operations is huge. Our construction and engineering projects span across the United States, Canada and Mexico, improving and connecting communities with every initiative. We depend on our high-performing operations support professionals — they’re the glue that holds multiple areas of the business together and the catalysts that make things happen. We hire only the most driven people and we offer them diverse career opportunities, strong leadership and mentorship, rewarding, collaborative work, and responsibility they won’t find just anywhere. We’re always pushing new limits. You can too.

This role provides administrative and project support to active construction jobs and internal teams. The Administrative Coordinator will manage multiple priorities simultaneously, support document workflows, and handle general administrative tasks.

District Overview

Kiewit’s Northern California District is one of Kiewit’s leading infrastructure districts specializing in various types of work in the heavy civil, power, transportation, and water resource markets. Although most of our work is regionally based in Northern California, we also pursue various projects across the west coast. We are looking for individuals who are passionate about infrastructure and committed to the construction industry and seek a long-term career.

Location

This position will be based in Fairfield, CA.

Responsibilities

• Prepare pricing proposals for change work and review proposals for compliance with contract requirements.
• Compile and reconcile labor, equipment, material, and subcontractor costs with applicable backup.
• Research and maintain labor and equipment rates using union rate sheets, prevailing wage determinations, Bluebook, Caltrans, and USACE.
• Maintain pricing templates, schedules, and organized project files.
• Assist in the recovery of back charges, maintaining documentation, monitoring status, and coordinating with project teams.
• Review contract documents to identify change management requirements.
• Support multiple project teams by resolving information gaps, attending virtual meetings, tracking action items, and communicating status.
• Assist with accounts payable, invoice processing, expense reports, and purchasing card transactions using Concur and other financial systems
• Assist with monthly reporting, reconciliations, and other accounting-related activities
• Maintain accurate financial records, budget tracking, and project cost documentation
• Prepare financial reports, spreadsheets, and billings
• Monitor deadlines, coordinate approvals, and communicate status to appropriate stakeholders.
• Provide flexible support for additional business processes, systems, and responsibilities as organizational needs evolve.

Qualifications

• Experience in construction administration, project controls, project accounting, contract administration, or change management preferred.
• Working knowledge of construction cost documentation, including labor, equipment, materials, subcontractor invoices, and T&M records.
• Advanced Excel skills; proficiency with Outlook, Word, Teams, SharePoint, and Smartsheet.
• SAP or similar ERP experience preferred; InEight or EquipmentWatch experience is a plus.
• Strong attention to detail, organization, analytical, verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Ability to review and reconcile business information, maintain accurate supporting records, identify discrepancies, and coordinate timely resolution.
• Ability to learn and support additional business processes, systems, and responsibilities as organizational needs evolve.

Other Requirements:

• Regular, reliable attendance
• Work productively and meet deadlines timely
• Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment
• Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.
• Work during normal operating hours to organize and complete work within given deadlines. Work overtime and weekends as required.
• May work at various different locations and conditions may vary

Base Compensation:$30.00 -$33.00 per hour

(Actual compensation is subject to variation due to such factors as education, experience, skillset, and/or location)

We offer our fulltime staff employees a comprehensive benefits package that’s among the best in our industry, including top-tier medical, dental and vision plans covering eligible employees and dependents, voluntary wellness and employee assistance programs, life insurance, disability, retirement plans with matching, and generous paid time off.

Equal Opportunity Employer, including disability and protected veteran status.

There’s no limit to what you’ll do at Kiewit. Whether you’re building or supporting projects that provide communities with dependable energy, safe transportation, clean water, or access to health care, the work you do will positively impact people’s lives for generations to come.

Here you’ll have endless opportunities to expand your expertise through on-the-job experience and internal and external training and development opportunities.

We offer our full-time staff employees a comprehensive benefits package that’s among the best in our industry.From top-tier health care programs to employee assistance programs and retirement planning, we aim to provide you with the tools you need to be successful in the areas of life that matter most to you.

Kiewit is an equal-opportunity employer, and we believe a diverse workforce is vital to the success of our business. We continue our efforts to attract, develop and retain employees from all backgrounds who are passionate about our industry.

We are committed to veteran and military hiring and will consider relevant military experience as equivalent to qualification requirements.