Office Coordinator

Useapc; Northern (KY); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Atlantic Power Constructors is seeking an Office Coordinator to serve as the primary administrative resource for the regional office. You will support field operations, project management, payroll, billing, HR, and other corporate functions, coordinating office operations and handling crew timesheets and onboarding processes.

The role requires 3+ years in admin/office coordination, proficiency with Microsoft 365, and experience with Acumatica ERP or similar systems.

Qualifications

• 3+ years of administrative or office coordination experience.
• Experience supporting payroll, billing, accounting, or HR functions preferred.
• Construction, utility, or field service industry experience preferred.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams).
• Experience with Acumatica ERP and electronic timekeeping systems preferred.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple priorities while maintaining confidentiality.

Responsibilities

• Serve as the primary contact for visitors, customers, vendors, and employees.
• Answer and direct incoming phone calls and emails.
• Manage mail, deliveries, and office files.
• Schedule meetings, travel, and training for regional staff.
• Support regional leadership with administrative projects and reporting.
• Review and process crew timesheets for accuracy and deadlines.
• Assist with onboarding and HR-related documentation and status changes.
• Support billing and accounts receivable with administrative tasks and documentation.
• Coordinate fleet and equipment paperwork and field communications.

Skills

Microsoft Office

Communication

Customer service

Time management

Tools

Acumatica ERP

Electronic timekeeping

Microsoft 365

Job description

POSITION SUMMARY: The Office Coordinator serves as the primary administrative resource for the regional office, supporting field operations, project management, Human Resources, Payroll, Accounts Receivable, Billing, and other corporate departments. This position is responsible for coordinating office operations, processing crew timesheets, assisting with onboarding and employee status changes, supporting customer billing activities, and ensuring accurate and timely administrative support for the regional office.

RESPONSIBILITIES

Office Administration

• Serve as the primary point of contact for visitors, customers, vendors, and employees.
• Answer and direct incoming phone calls and emails.
• Manage incoming and outgoing mail and deliveries.
• Maintain office files, records, and documentation.
• Order office supplies and coordinate office maintenance.
• Schedule meetings, travel, and training for regional staff.
• Support regional leadership with administrative projects and reporting.

Payroll and Crew Timekeeping

• Review and process daily and weekly crew timesheets for accuracy and completeness.
• Verify labor coding, job numbers, equipment hours, and supporting documentation.
• Follow up with supervisors regarding missing or incorrect time.
• Submit approved timesheets to Corporate Payroll by established deadlines.
• Assist employees and supervisors with timekeeping questions and corrections.

Finance Support

• Support the Corporate Accounts Receivable and Billing teams with administrative functions.
• Assist with preparing customer billing packages and supporting documentation.
• Collect and organize timesheets, work orders, equipment usage, and other billing documentation.
• Coordinate with Project Managers and Corporate Accounting to ensure timely customer billing.
• Forward vendor invoices and supporting documentation to the Corporate Accounts Payable inbox for processing.
• Assist with billing inquiries and maintain organized project billing records.

Human Resources Support

• Coordinate onboarding activities for new hires in the regional office.
• Prepare new hire paperwork and coordinate orientation schedules with Corporate HR.
• Prepare, complete, and submit required documentation to Corporate Human Resources for employee status changes, including new hires, promotions, transfers, compensation changes, leaves of absence, and separations.
• Assist with gathering and submitting employee documentation related to status changes.
• Serve as the local point of contact for employees regarding HR administrative processes.
• Maintain confidentiality when handling employee information.

Fleet & Equipment Support

• Provide administrative support to the Corporate Fleet Department.
• Coordinate fleet and equipment paperwork, registrations, inspections, and documentation.
• Assist with tracking equipment records and communicating with field personnel regarding fleet administrative needs.

Operations Support

• Assist the Regional Manager and Project Managers with daily administrative needs.
• Coordinate crew paperwork and ensure customer-required documentation is complete.
• Support safety and compliance documentation as needed.
• Maintain customer and vendor contact lists.
• Assist with purchase order requests and tracking.
• Coordinate travel, lodging, and logistics for field crews and visitors as needed.
• Provide administrative support for storm mobilization activities, including paperwork, lodging, and logistics.
• Maintain communication between the regional office and corporate departments.
• Other duties as assigned.

REQUIREMENTS

• 3+ years of administrative or office coordination experience.
• Experience supporting payroll, billing, accounting, or HR functions preferred.
• Construction, utility, or field service industry experience preferred.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams).
• Experience with Acumatica ERP and electronic timekeeping systems preferred.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple priorities while maintaining confidentiality.

WORK ENVIRONMENT

This position operates in a professional office environment with frequent interaction with field employees, managers, and leadership. The role may require occasional coordination with field locations and supporting operational needs across the business.

EQUAL OPPORTUNITY EMPLOYER

Atlantic Power Constructors is an Equal Opportunity Employer and does not discriminate based on any legally protected status. We value diversity and are committed to creating an inclusive workplace for all employees.