Office Coordinator

Summit-Line-Constructio; Santa Teresa (NM); On-site; USD 48,000 - 72,000; Full time

Benefits offered by this job

PTO starts day 1

401K employer match

Medical plans

Dental plan

Vision plan

Life insurance

Paid holidays

Pet insurance

Employee discounts

Job summary

Summit Line Construction is seeking an Office Coordinator to support the regional office operations, onboarding, scheduling, payroll, and document control. You will ensure timekeeping accuracy, maintain dashboards, and assist with AP/AR matters, reporting to the Office Manager and HR.

The role emphasizes compliance, cross-functional collaboration, and a proactive approach to supporting project and field teams across the western region.

Qualifications

• Bachelor’s degree in Business, Finance, Information Technology, or closely related field.
• 5+ years in business operations, process improvement, reporting/analytics, or compliance administration.
• 2+ years leading people or cross-functional initiatives (supervisory experience preferred).
• Experience developing and maintaining SOPs/policies, coordinating change management, and delivering process improvements.
• Experience building dashboards and regular leadership reporting (KPIs).

Responsibilities

• Assist with daily office functions and ensure tasks are completed on time.
• Maintain organized office supplies and coordinate vendor services.
• Schedule onboarding, safety orientations, and equipment setups for new hires.
• Prepare payroll summaries and track temporary wage changes for union employees.
• Maintain regional calendar, travel logistics, and event planning.
• Draft internal communications and ensure timely responses to inquiries.
• Organize and file employee, safety, and project documents for compliance.
• Assist with AP/AR processing and invoice management.

Skills

Analytical thinking

Written communication

Verbal communication

Detail orientation

Stakeholder management

Education

Bachelor’s degree in Business/Finance/IT

Tools

HCSs applications

Procore

DEdwards ERP

SharePoint

Smartsheet

Salesforce

Job description

About Us

Summit Line Construction, a subsidiary ofQuanta Services, Inc.(NYSE: PWR), is one of North America's premier utility construction companies. Headquartered in Heber City, Utah, we offer powerline and substation construction and maintenance services in a variety of utility markets. Like many Quanta operating companies, Summit Line continues to experience significant growth. As our national operations expand, we seek motivated individuals to join the team!

About this Role

Company Overview:

Summit Line Constructionis headquartered in Heber City, Utah with additional Utah locations in Sandy and Provo. You can also find our offices in Northern California, Reno, Las Vegas and Phoenix with project locations across the western region. We offer our team members competitive pay and benefits, rewarding work, growth opportunities, and a constructive and collaborative work environment.

Position Overview:The Office Coordinator supports the Office Manager in executing the daily operations of a regional office at Summit Line Construction. This role contributes to the smooth coordination of administrative tasks, onboarding, scheduling, payroll support, document control, communication, and basic AP/AR functions. The Office Coordinator ensures efficient workflow, compliance with documentation and timekeeping requirements, andtimelyfinancial transaction processing in support of project and fieldteams

What You'll Do

Key Responsibilities

Administrative & Operational Support

• Assistwith daily office functions, ensuring administrative tasks are completed accurately and on time.

• Maintain organized office supplyinventory;reorder materials and coordinate vendor services.

• Maintain a safe and organized office environment; schedule maintenance and cleaning services as needed.

• Support the Office Manager in preparing operational reports and updates for leadership.

Employee Onboarding & Support

• Schedule onboarding meetings, safety orientations, and equipment setups for new hires.

• Ensure new hire documents arecompletedand DOT compliance paperwork is submitted and logged promptly.

• Upload all onboarding documentation into HRIS and confirm readiness with field supervision and corporate HR.

• Work with the Safety Team to track andvalidatetraining completions for all field employees.

Payroll & Timekeeping

• Collect and review daily timesheetsand crew time entries from field leaders.

• Prepareaccuratepayroll summaries for review by the Office Manager and Payroll Department.

• Track and document temporary wage/job changes for union employees.

Scheduling & Calendar Management

• Maintain and update the regional calendar for meetings,trainings, events, and key deadlines.

• Schedule rooms, travel, and logistics for events; ensure meeting and travel details are confirmed in advance.

• Distribute reminders, confirmations, and follow-ups for all scheduled activities.

Client and Stakeholder Communication

• Serve as a secondary point of contact for client or vendor inquiries in the Office Manager’s absence.

• Draft and distribute internal communications, announcements, and meeting notes.

• Providetimelyand professional responses that reflect Summit Line’s service standards.

Document Control & Compliance

• Organize, file, and upload employee, safety, and project documentationin accordance withcompliance standards.

• Track documentation deadlines such as certifications, license renewals, and training records.

• Assistwith document preparation and organization for internal audits and external reviews.

Accounts Payable / Accounts Receivable (AP/AR) Support

• Assistwith preparing andsubmittingproject-related invoices and billing documents.

• Track invoice deadlines and coordinate with project management and AR teams to ensuretimelysubmission.

• Code andsubmitvendor invoices and receipts for AP processing; flag discrepancies as needed.

• Maintain tracking logs for outgoing invoices and incoming vendor payments.

What You'll Bring

Qualifications

Required Education

• Bachelor’s degree in Business, Finance, Information Technology, or a closely related field.

Required Experience

• 5+ years of experience in business operations, process improvement, reporting/analytics, compliance administration, ora relatedrole.

• 2+ years of experience leading people and/or cross-functional initiatives (direct supervisory experience preferred).

• Demonstrated experience developing andmaintainingSOPs/policies, coordinating change management, and delivering measurable process improvements.

• Experience building andmaintainingbusiness reporting (dashboards, recurring leadership packets, KPI tracking).

Preferred Experience

• Experience in construction, utilities, or field-based operations environments.

• Familiarity with contractor/customer compliance platforms (e.g., ISNetworld) and document control practices.

• Exposure tobusiness systems and tools such as HCSS applications,Procore,DEdwards ERP, SharePoint, Smartsheet, or Salesforce.

• Lean, Six Sigma, or similar continuous improvement training/certification (preferred).

Skills & Competencies

• Strong analytical and problem-solving skills with the ability to translate data into insights and actions.

• Excellent written and verbal communication skills; ability to create clear, usable documentation for technical and non-technical audiences.

• High attention to detail with consistent follow-through and ownership mindset.

• Effective stakeholder management across corporate and field teams;collaborative, service-oriented approach.

• Ability to manage multiple priorities and deadlines in a fast-paced environment whilemaintainingconfidentiality.

Technical Proficiency

• Advancedproficiencyin Microsoft Excel (data analysis, pivot tables, complex formulas) and Microsoft Office (Word, PowerPoint, Outlook).

• Experience creating andmaintainingdashboards and reports in Microsoft Power BI

• Workingknowledge of SQL and data modeling concepts is strongly preferred.

• Experience with workflow/document platforms (e.g., SharePoint) and project tracking tools (e.g., Smartsheet) is desirable.

Other Requirements

• Valid driver’s license and ability to travel locally and within Summit’s operational geographic footprint to offices and job sites as needed.

• Must be able to work independently, exercise sound judgment, and handle sensitive information with discretion.

• Drug Free Workplace: New employees must submit and successfully pass post-offer drug and alcohol screening.

Physical Demands:

• Stand and walk for extended periods of time

• Work outdoors in varying weather conditions

• Navigate uneven terrain at job sites

• Use hands to handle tools, materials, and equipment

• Bend, stoop, kneel, crouch, and climb asrequired

• Climb ladders and stairs

• Work at elevated heights when necessary

• Lift, carry, and move materials weighing up to 50 pounds on a regular basis(e.g. files, training materials, event supplies).

• Communicate effectively with team members and supervisors

• Maintain visual awareness sufficient to safelyoperatetools and equipment

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

What You'll Get

Benefits:

We offer an extremely competitive and comprehensive benefits package including:

• PTO that starts accruing DAY 1

• 401K Immediate Vesting; employer match starting same day

• Several medical plans to choose from

• Dental Plan and Vision Plan

• Life insurance, short term & long-term disability

• Paid Holidays

• Pet Insurance

• Employee discounts, EAP and Wellness Program

Identity Theft Protection and so much more!

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law.We are an Equal Opportunity Employer, including disability and protected veteran status. We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company’s Human Resources department.