Hybrid Construction Admin & Data Coordinator

Creative Solutions Services, LLC; Portland (OR); Hybrid; USD 83,670,000 - 93,211,000; Full time

Job summary

Everest Consultants in Portland, OR, seeks a Construction Administrative Coordinator for a 9-month contract to support a program project management team involved in utility infrastructure projects. Hybrid work arrangement in Portland, OR area.

Responsibilities include data entry, submittal processing, and coordination with stakeholders. The role requires a high school diploma with 2+ years in admin support, strong MS Office skills, and experience with data management and project systems.

Qualifications

• High school diploma plus 2+ years of progressive administrative support, secretarial positions, project administration, data entry, clerical functions, or an equivalent combination of education and experience.
• 2+ years of experience performing data entry and other clerical functions in a professional work environment.
• Strong proficiency with Microsoft Office Suite, including Outlook and Excel.
• Ability to perform high volume data entry and task management with a high degree of accuracy, attention to detail, and efficiency.
• Strong interpersonal and communication skills, with the ability to communicate professionally and diplomatically with internal and external stakeholders.

Responsibilities

• Collect and process contractor submitted forms and construction milestone submittals using established processes, including Microsoft Forms, Planner, and other applicable systems.
• Perform high volume data entry and task management within work order management and scheduling systems, ensuring information is entered accurately, completely, and efficiently.
• Process construction related information and ensure all required documentation is attached to the appropriate work orders and maintained in applicable systems.
• Review work orders to validate that required permits, prerequisites, documentation, and other conditions have been satisfied prior to advancing construction activities.
• Utilize dashboards and reports, including Power BI and Tableau, to validate processing accuracy, identify and correct data discrepancies, perform data cleanup, and support accountability and project tracking.
• Verify work order completion and related information to support accurate accounting and project closeout activities.
• Provide general administrative and project team support by completing assigned tasks within various work management and project systems, including the system of record used for work order management and data processing.
• Support management of group mailboxes by reviewing, routing, and processing incoming emails, responding or coordinating follow up as appropriate, and maintaining timely communication with process owners, contractors, stakeholders, and project team members.
• Review information received through email and other communication channels, create or update associated work order management tasks, and attach supporting documentation to the appropriate systems.
• Maintain professional, diplomatic, and effective communication through email, Teams, telephone, meetings, and other interactions while working with diverse internal and external stakeholder groups.
• Participate in weekly team meetings, workshopping sessions, and other coordination activities to support knowledge sharing, process consistency, team cohesion, and continuous improvement; work closely with administrative and permitting teams on a daily basis and with project management personnel as needed.
• Maintain process instructions for contractor submittal forms and support training of new staff on established procedures, while adapting to changing program needs, priorities, systems, and processes and identifying opportunities to improve administrative and project support activities.

Skills

Microsoft Office

Data entry

Communication

Multitasking

Organization

Education

High school diploma

Tools

Power BI

Tableau

Microsoft Forms

Planner

Job description

Everest Consultants in Portland, OR, seeks a Construction Administrative Coordinator for a 9-month contract to support a program project management team involved in utility infrastructure projects. Hybrid work arrangement in Portland, OR area.

Responsibilities include data entry, submittal processing, and coordination with stakeholders. The role requires a high school diploma with 2+ years in admin support, strong MS Office skills, and experience with data management and project systems.