Office Coordinator

Kirby Nagelhout Construction Company; Portland (ME); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Medical, dental, vision

401k plan

Paid time off

Job summary

Kirby Nagelhout Construction Company is seeking an Office Coordinator to support the main office and affiliated entities. The role includes administrative duties, marketing support, database updates, and proposal production.

You will assist with social media, events, and communications to help drive business development and project coordination. Ideal candidates will have strong multi-tasking abilities, attention to detail, and experience with MS Office and Adobe Creative Suite.

Qualifications

• High school diploma required; Associates degree preferred.
• Three to five years of experience in an administrative or business-related role.
• Solid understanding of office management and marketing principles.
• Excellent verbal and written communication skills.
• Must be efficient with strong attention to detail.
• Demonstrated ability to multi-task and meet deadlines.
• Professional demeanor with strong customer-oriented approach.
• Proficient in Microsoft Office Suite and Adobe Creative Suite such as InDesign, Photoshop.

Responsibilities

• Welcomes and directs visitors and clients.
• Answers and directs phone calls; screens when necessary.
• Maintains office supplies and places orders.
• Handles mail, shipments, and content distribution.
• Coordinates meetings and facilitates transfers between locations.
• Supports events, marketing, and proposal production.
• Assists Business Development with organization and tracking.

Skills

Verbal communication

Written communication

Multi-tasking

Customer service

Education

High school diploma

Associates degree

Tools

Microsoft Office

Adobe Creative Suite

InDesign

Photoshop

Job description

We are Pacific Northwest’s premier commercial general contractor, dedicated to delivering quality buildings that serve and enrich our communities. Our teams consistently bring their ‘A’ game to every project, establishing Kirby Nagelhout Construction Co. as the contractor of choice for complex, high-impact construction. From schools to resorts to fire stations, and everything in between, we take pride in creating memorable projects that stand the test of time.

The Office Coordinator is a muti faceted position supporting Kirby Nagelhout Construction Company and other affiliated companies. This individual provides general office coordination and administrative support, assists with Business Development organization by monitoring marketing and planning emails and maintaining Excel spreadsheets to help track and prioritize projects, and supports the marketing department with duties such as updating the marketing database, proposal production, social media, event coordination, and other marketing initiatives.

Essential Duties & Responsibilities

• Welcomes and directs visitors and clients
• Answers and directs phone calls, screening when necessary
• Maintains office supplies inventory, places orders, and ensures stock levels are adequate
• Receives incoming shipments, mail and communications; reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff
• Processes and drops off outgoing shipments and mail
• Coordinates, schedules and/or attends meetings if requested by managers
• Facilitates and coordinates transfers between all locations and jobsites as needed
• Assists in local office and/or companywide event planning: catering, food and beverage needs as applicable
• Assist with database document updating - resumes, projects, photos,
• Assist with proposal production, proofing, copywriting, resumes, project sheets, references, etc.
• Event Management & Event Calendar Support
• Back-end research, brief of client and potential work, task for seller/doer, contact information, and task assignment.
• Assist the Business Development team in staying organized and on track through email monitoring and Excel spreadsheets
• Attend Prebid and Preproposal Meetings and provide notes and pictures to executive leadership and other managers
• Assist with social media posts and company website communication
• Assist with company communications
• Assist with job specific needs, hat stickers, signage, flyers
• Help organize/tag photos within the company database
• Assist with organizing and planning industry events and often attend these events to promote the company and its affiliates
• Draft marketing literature (brochures, press releases) to augment the company’s presence in the market
• Assist with managing Reference Contacts Master List
• Assist with managing Reference Letter database
• Other duties as assigned

Minimum Qualifications

• High school diploma required; Associates degree preferred
• Three to five years of experience in an administrative or business-related role
• Solid understanding of office management and marketing principles
• Excellent verbal and written communication skills
• Must be efficient with strong attention to detail
• Demonstrated ability to multi-task and adhere to / meet deadlines
• Must have a demonstrated professional demeanor and strong customer-oriented approach with both internal/external customers
• Proficient in Microsoft Office Suite and Adobe Creative Suite, such as InDesign, Photoshop

Physical Demands and Work Environment

• Primarily performed in a professional office environment with frequent use of computers, phones, and other standard office equipment
• Regular interaction with employees, clients, consultants, and community partners
• Occasional travel to company offices, project sites, client meetings, networking events, conferences, career fairs, and industry functions
• Work may require sitting for extended periods, as well as occasional standing, walking, bending, reaching, and lifting or carrying materials weighing up to 25 pounds
• Position requires the ability to manage priorities and meet deadlines in a fast-paced collaborative environment
• Occasional work outside of normal business hours may be required to support proposal deadlines, client events, community engagement activities, or company functions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.

Benefits

Offerings cover medical, dental, vision, a Flexible Spending Account (FSA), Health Reimbursement Account (HRA), Health Savings Account (HSA), One Pass, life insurance, mental health wellbeing, medical transportation, supplemental insurance for tough situations life throws at you, a generous 401k plan, and accrued paid time off (PTO).

Employment Eligibility & Relationship Disclaimer

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.