Division Coordinator

ADP, Inc.; Orem (UT); On-site; USD 42,000 - 63,000; Full time

Job summary

ADP, Inc. is seeking a Division Coordinator to oversee clerical and administrative functions ensuring projects are delivered on time and within budget.

This role manages administrative support for all jobs within the division, setting up new project files in Procore, tracking progress, and compiling monthly reports for the Division Director. The ideal candidate has strong communication, exceptional organizational skills, and the ability to manage multiple large-scale projects concurrently while

Qualifications

• Strong communication and professional client interaction.
• Excellent organizational skills with attention to detail.
• Ability to manage multiple projects and meet deadlines.
• Proficient with Microsoft Office Suite.
• Prior construction industry experience preferred.

Responsibilities

• Set up new project files in Procore and maintain documentation.
• Update substantial completion dates through project duration.
• Assist with adding vendors/users in Procore and track compliance.
• Enter and maintain critical project file information.
• Issue and modify subcontracts and update compliance.
• Maintain change management tracking and issue change orders.
• Prepare monthly reports for the Division Director.
• Coordinate internal project team meetings and take notes.
• Collect W-9s and contractor licenses for new subs.
• Other duties as assigned by Division Coordinator.

Skills

Communication

Interpersonal skills

Organizational skills

Time management

Construction terminology

Self-starter

Project management

Software learning

Microsoft Office

Education

High School Diploma

Job description

Under the direction of the Division Coordinator Manager, the Division Coordinator is responsible for various clerical and administrative functions ensuring projects are delivered on time and within budget requirements. This position oversees the administrative functions of all jobs within a company division.

Duties/Responsibilities

• Setting up new project files in Procore
• Updates substantial completion dates through duration of project
• Assists with adding new vendors/users in Procore
• Enters and maintains critical project file information
• Issues and modifies subcontracts & update compliance
• Maintain change management tracking and issue change orders
• Maintains project documentation and reporting forms
• Coordinates internal project team meetings and takes notes
• Track and update compliance items
• Compile monthly reports for Division Director
• Collect W-9’s and contractors licenses for new subcontractors
• Other duties as assigned

Required Skills/Abilities

• Effective and professional communication with clients, subcontractors, and management team
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Solid understanding of construction terminology and processes
• Self-starter, someone who takes initiative and can work independently
• Ability to manage multiple large-scale projects simultaneously
• Ability to quickly learn and understand new software
• Proficient with Microsoft Office Suite

Education and Experience

• High School Diploma
• Two or more years’ experience in a similar role, or proven ability to manage an entire division.
• Two years’ experience of high-level administrative responsibilities
• Prior experience in the construction industry preferred

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.