Construction Administrator

Everest Consultants, Inc.; Portland (OR); On-site; USD 52,000 - 72,000; Full time

Job summary

Everest Consultants, Inc. is seeking a Construction Administrative Coordinator to support construction program operations in Portland, Oregon. The role focuses on processing contractor submissions, maintaining work-order documentation, and coordinating communications with project teams.

The position is highly administrative and data-focused, with daily use of forms, Planner, and work-order systems, plus dashboards in Power BI and Tableau to validate processing and status.

Qualifications

• High school diploma plus 2+ years progressive administrative support, secretarial support, project administration, or related experience.
• 2+ years data entry and clerical experience.
• Strong attention to detail and accuracy in a high-volume environment.
• Proficient in Microsoft Office and Excel.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently and know when to escalate issues.

Responsibilities

• Process contractor-submitted forms and construction documentation using Forms and Planner.
• High-volume data entry and task management within work-order systems.
• Review submissions for completeness and accuracy.
• Validate permits, prerequisites, and required documentation.
• Attach documents to work orders and maintain audit trails.
• Use Power BI/Tableau dashboards to verify processing and track status.
• Perform data cleanup and identify discrepancies or missing information.
• Verify work-order completion for accounting completeness.
• Coordinate with internal teams and contractors on communications.
• Monitor a shared program mailbox and route incoming emails.

Skills

Microsoft Office

Excel

Data entry

Attention to detail

Communication

Multitasking

Education

High school diploma

Tools

Power BI

Tableau

Maximo

Outlook

Microsoft Teams

Microsoft Forms

Planner

Job description

Our client is seeking a Construction Administrative Coordinator to support construction program operations. This role will focus on processing contractor-submitted information, maintaining accurate work-order documentation, coordinating project-related communications, and supporting construction project teams.

The position is highly administrative and data-focused, with significant interaction with work-order management systems, Microsoft Office tools, dashboards, contractors, and internal stakeholders.

Key Responsibilities

Construction & Clerical Support – 75%

• Collect and process contractor-submitted forms and construction documentation using Microsoft Forms and Planner.
• Perform high-volume data entry and task management within work-order management and scheduling systems.
• Review submitted information for completeness and accuracy.
• Validate permits, prerequisites, and required documentation.
• Attach required documents to appropriate work orders.
• Use Power BI dashboards and Tableau reports to validate processing accuracy and track project/work-order status.
• Perform data cleanup and identify discrepancies or missing information.
• Verify work-order completion and documentation for accounting purposes.
• Update work-order tasks based on information received from contractors and internal stakeholders.
• Monitor and manage a shared program mailbox.
• Review, route, and process incoming emails and contractor communications.
• Coordinate with internal teams, process owners, contractors, and other stakeholders.
• Update work-order management tasks based on information received through email.
• Attach and maintain documentation in various systems.
• Follow up on missing information and ensure tasks are completed accurately and on time.

Process Documentation & Training – 5%

• Maintain process instructions for contractor-submitted forms.
• Help document and improve administrative processes.
• Support training and onboarding of new team members on established procedures.

Preferred Qualifications

• Previous experience in construction administration, project administration, project coordination, or utility operations.
• Experience supporting construction execution, permitting, and documentation.
• Utility experience, particularly electric distribution operations, is strongly preferred.
• Experience with work-order management or scheduling systems.
• Experience with Maximo or similar enterprise/work-order systems is a plus.
• Experience using Excel, Outlook, Microsoft Teams, Microsoft Forms, and Planner.
• Experience working with Power BI or Tableau dashboards/reports.
• Knowledge of construction permits and documentation.
• Experience with OPUC, Oregon municipalities, NESC standards, underground utility locates, easements, or Right of Way (ROW) is a plus.
• RFI processing/management experience is a plus.

Required Experience

• High school diploma plus 2+ years of experience in progressive administrative support, secretarial support, project administration, or an equivalent combination of education and experience.
• At least 2+ years of data entry and clerical experience.
• Strong attention to detail and ability to work accurately in a high-volume environment.
• Strong Microsoft Office and Excel skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and work effectively under time constraints.
• Strong follow-up skills and willingness to ask questions and obtain missing information.
• Ability to work independently while knowing when to elevate issues or seek additional expertise.