Mechanical Project Coordinator - Onsite Field Support

Paylocity; Port Washington (WI); On-site; USD 48,000 - 60,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

401(k) Matching

Profit Sharing

Paid Time Off

9 Paid Holidays

Identity Theft Protection

Life Insurance

Short-Term Disability

Long-Term Disability

Job summary

Hooper, a Wisconsin-based contractor, seeks an experienced administrator to support field operations in Port Washington. The role requires daily onsite presence and close collaboration with project managers on bids, invoices, payroll, and document control.

With a strong focus on accuracy and organizational skills, you will manage multiple priorities, prepare letters and reports, and ensure concurrent workflows.

Qualifications

• Preferred 2-year associate's degree in business.
• Minimum of 5 years prior administrative experience.
• Highly organized with ability to manage multiple priorities and meet deadlines in a fast-paced construction project environment.
• Strong written and oral communication skills; attention to detail and problem-solving.
• Proficient with Excel and Word; good word processing skills and accuracy.

Responsibilities

• Assist project managers with letters, purchase orders, subcontracts, bids, proposals, transmittals, permit/inspection requests, pre-qualifications, bonds, licensing, start-up manuals, copying, scanning, phone calls and emails.
• Assist with project setup and close-out including job numbers, certificate of insurance requests, submittals, and O&M requirements.
• Verify and approve invoices from vendors; process and email invoices for project managers.
• Assist with payroll entry weekly.
• Edit letters, memos, reports and procedures from rough drafts for grammar and clarity.
• Run open subcontract/purchase order reports and distribute to project managers.
• Keep prints up-to-date and procure/return plans for bids.
• Educate co-workers on best practices and processes; assist with leveraging AI-powered tools to streamline workflows.

Skills

Administrative experience

Office coordination

Data entry

Education

Associate's degree in business

Tools

Excel

Word

Job description

Hooper, a Wisconsin-based contractor, seeks an experienced administrator to support field operations in Port Washington. The role requires daily onsite presence and close collaboration with project managers on bids, invoices, payroll, and document control.

With a strong focus on accuracy and organizational skills, you will manage multiple priorities, prepare letters and reports, and ensure concurrent workflows.