Field Administrative Coordinator

Ryan Companies US Inc; Atlanta (GA); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Competitive Salary

Medical Benefits

PTO

Retirement Plan

Job summary

Ryan Companies US Inc. in Atlanta is seeking a Field Assistant to provide administrative support to the Regional or Sector Field Coordinator and the Field team.

The role emphasizes leadership, organization, time management, and clear communication within a safety-sensitive environment on job sites. Responsibilities include payroll support, onboarding, equipment ordering, safety training compliance, and coordination of travel, expenses, and vendor management.

Qualifications

• 2–3 years administrative experience.
• Ability to support multiple managers.
• Ability to prioritize and communicate workload.
• Maintain confidentiality and display professionalism.
• Strong verbal, written and analytical skills; very strong organizational skills.
• Strong knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
• Ability to learn industry specific software programs including Proliance, AL Mobile, Concur, CornerStone OnDemand, Box and WebEx.
• Thorough knowledge of construction terminology and processes.

Responsibilities

• Assist with weekly Field payroll process; support time entry through AL Mobile, pre-processing time entry review, post-processing reporting, and tracking of accrued and used Field PTO.
• Order Field new hire technology, business cards and visa purchasing cards.
• Assign jobsite PPE, Safety Manual and Safety Data Sheets.
• Conduct new Field employee onboarding/coaching training, to include new hire paperwork, required compliance training completion, orientation/role-based training curriculums and system training on; company intranet navigation, cloud-based network file system, weekly time entry, visa purchase processing procedures, travel booking, expense/mileage reimbursements, etc.
• Maintain support for new Field team members and ensure completion of mandatory compliance training on an ongoing basis, for craft level team members.
• Field requests for new or updated technology needs.
• Create and maintain travel incentive and per diem records, job-specific compensation changes, new hire paperwork, personnel files, apprenticeship modifications, etc.
• Issue updated per diem reimbursement forms reflecting annual review rate changes.
• Retrieve monthly credit card statements for team and distribute.
• Train new Field employees and complete process for departed team members.
• Monitor team for timely completion and engage RFC as needed.
• Request, gain approval, and track spending limit increases as needed.
• Communicate with Unions about terminations, apprentice status and pay changes, school requirements, etc., where applicable.
• Prepare and distribute site specific safety manuals, hard hat stickers, and labor law posters.
• Include any state or municipality specific requirements.
• Update posters with State, Federal and Ryan required changes, as needed.
• Track Safety training requirements/certificates and schedule training, as needed, including Forklift, OSHA 10/30, First Aid, CPR, and AED certifications.
• Manage local Stormwater Management training requirements, schedule training, and track jobsite Stormwater Permits.
• Initiate and work with RFC on updates and changes to open permits and track in Procore tasks. Review monthly.
• Process and distribute notifications for Ryan’s 10-month warranty process.
• Regularly monitor and retrieve updates on status of 10-month process and see through to completion.
• Administer Field fleet vehicle records, license fees and registration renewal for regional vehicles. Order vehicle signage as needed.
• Maintain approved driver list and annual driver update/fleet maintenance processes.
• Assist region with Yard/Tool tracking, rental rates, and coordinate deliveries as needed. Varies by region.
• Assign prescription safety glasses benefit to eligible employees.
• Assign and inactivate daily safety questions for eligible employees.
• Manage Ryan owned AEDs and update tracking as project assignments change.
• Review safe operation indicators and readiness requirements are in order on a monthly basis.
• Order new devices, pads and batteries as needed.
• Plan and arrange all needs for annual safety banquet events. Support RFC with planning for date, venue, meal, awards, certificates, winning subcontractor, invitations, gifts, etc.
• Code and route department invoices in Nexus.
• Add new vendors within Vendor Onboarding application and request check payments through Check Request process, as needed.
• Manage regional milestone anniversary recognition including bonus program, medallion/certificate distribution, jacket recognition and luncheon.
• Assist the RFC with quarterly and/or monthly Field meetings; organize agenda, PowerPoint, meeting minutes, attendance, meals, etc.
• Other miscellaneous Field department activities as needed.
• Collect and route field mail as needed; coordinate messenger services and special delivery needs.
• Distribute updated policies and procedures to all field personnel when needed.
• Communicate clearly and act as a liaison for all interdepartmental inquiries.
• Supports and receives special assignments from the Field Assistant Manager.
• Perform other related administrative duties and responsibilities as required or assigned.

Tools

Proliance

AL Mobile

Concur

CornerStone OnDemand

Box

WebEx

Job description

Ryan Companies US Inc. in Atlanta is seeking a Field Assistant to provide administrative support to the Regional or Sector Field Coordinator and the Field team.

The role emphasizes leadership, organization, time management, and clear communication within a safety-sensitive environment on job sites. Responsibilities include payroll support, onboarding, equipment ordering, safety training compliance, and coordination of travel, expenses, and vendor management.