Office Coordinator

Brice Civil Constructors Inc.; Tomball (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Brice Highway LLC, a Calista Brice subsidiary, seeks an Office Coordinator to support project teams in Houston, TX. The role covers administrative duties, document control, and coordination between office and field personnel.

You will manage records, invoices, onboarding, meetings, and supplier communications while maintaining accuracy and confidentiality in a fast-paced heavy civil construction environment.

Qualifications

• Knowledge of administrative and office coordination practices.
• Basic accounting principles knowledge.
• Experience with document control and records management.
• Ability to learn project-specific processes.
• Ability to maintain confidentiality.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

Responsibilities

• Coordinate day-to-day office operations and support project management, field operations, accounting, safety, and other departments as needed.
• Greet and assist visitors, employees, vendors, subcontractors, and clients, directing them appropriately.
• Provide general administrative support including document preparation, copying, scanning, filing, data entry, correspondence, and records management.
• Maintain organized project and office files, including contracts, purchase orders, invoices, correspondence, and submittals.
• Assist project teams with document control and administrative tracking, logging and routing documents for review.
• Process and route invoices and supporting documentation, including scanning and filing.
• Coordinate meetings, schedule conference rooms, prepare materials, and distribute information.
• Assist with onboarding and project mobilization administrative activities and HR-related documentation.
• Maintain safety training, site access, and project-specific administrative records.
• Coordinate mail, deliveries, and office supplies; manage inventory.
• Provide support for construction project activities by coordinating information between office and field.
• Support vendor and subcontractor coordination and maintain contact records.
• Perform errands and deliveries as needed and ensure safety procedures are followed.

Skills

Office coordination

Administrative knowledge

Microsoft Office

Document control

Confidentiality

Collaboration tools

Tools

Microsoft Teams

Zoom

Microsoft Office

Job description

Brice Highway LLC

Regular

Why choose us?

As a proud subsidiary of Calista Brice, we're part of a family of 20+ companies tackling tough construction, environmental, and technical challenges. Working at a Calista Brice company means joining a team where cultural values and practical innovation come together to create meaningful impact. You'll experience the stability of a large organization while enjoying the tight-knit community and entrepreneurial spirit of a smaller company, with opportunities to grow your career across our diverse family of businesses.

Calista Brice is owned by Calista Corporation, an Alaska Native Corporation (ANC) established under the Alaska Native Claims Settlement Act of 1971. ANCs were created to support economic development and self-determination for Alaska's Indigenous peoples. Our work directly contributes to advancing the social, cultural, and economic welfare of over 35,000 Alaska Natives in the Calista Region.

What does Brice Highway LLC do?

Brice Highway specializes in vertical and horizontal construction, supporting transportation and utility projects that stand the test of time. Our design-build delivery methods bring together team members with diverse backgrounds and skills, creating an environment where mentorships form naturally and where your contributions are visible in the completed projects that people depend on daily.

Brice Highway is a proud subsidiary of Calista Brice, a group of 20+ companies delivering construction, engineering, and environmental solutions across the United States.

What can you expect?

As the Office Coordinator, you will work onsite in Houston, TX and the surrounding areas and will provide comprehensive administrative and operational support to office and project teams, helping coordinate day-to-day office activities and maintaining accurate, timely records in support of heavy civil construction operations. You will serve as a central administrative resource for employees, project teams, field operations, vendors, subcontractors, and visitors while supporting document control, project administration, accounting processes, and general office operations.

How will you do it?

• Coordinate day-to-day office operations and provide administrative support to project management, field operations, accounting, safety, and other departments as needed.
• Greet and assist visitors, employees, vendors, subcontractors, and clients, ensuring they are directed to the appropriate location or contact.
• Provide general administrative support including document preparation, copying, scanning, filing, data entry, correspondence, and maintaining electronic and hard copy records.
• Maintain organized project and office files, including contracts, purchase orders, invoices, correspondence, submittals, meeting records, and other project-related documentation.
• Assist project teams with document control and administrative tracking, including routing documents for review, maintaining logs, and following established naming and filing conventions.
• Process and route invoices and supporting documentation, including scanning, filing, matching documentation, and maintaining records for accounting and project teams.
• Coordinate office, project, and staff meetings, including scheduling conference rooms, preparing meeting materials, recording or distributing meeting information, and coordinating setup needs.
• Assist with employee onboarding and project mobilization administrative activities, including preparing paperwork, coordinating required documentation, and directing employees to appropriate HR, safety, or project resources.
• Assist with maintaining project and employee records related to safety training, certifications, site access, and other project-specific administrative requirements, as directed.
• Coordinate incoming and outgoing mail, packages, deliveries, and office correspondence; distribute materials to appropriate personnel in a timely manner.
• Order, receive, and maintain inventory of office, project, and kitchen supplies and coordinate replenishment based on business needs.
• Provide administrative support for construction project activities by tracking routine requests, maintaining calendars, coordinating information between office and field personnel, and escalating issues requiring management attention.
• Assist with vendor and subcontractor administrative coordination, including maintaining contact information, required documentation, and communication records.
• Carry out errands and deliveries to support daily business and project functions when needed.
• Work in a constant state of alertness and in a safe manner, following company and project safety requirements.
• Perform other duties as directed.

Supervisory Functions

This position does not have any supervisory responsibilities.

Knowledge, Skills, And Abilities

Knowledge of administrative, office coordination, and basic accounting principles, practices, and procedures.

Working knowledge of office systems, processes, document control, records management, and administrative best practices.

Knowledge of basic construction project administration practices, including project documentation, purchase orders, invoices, subcontractor/vendor records, and coordination between office and field personnel.

Understanding of the fast-paced nature of heavy civil construction and the importance of timely, accurate administrative support to project teams.

Knowledge of common construction terminology and the ability to learn project-specific processes, systems, and documentation requirements.

Skilled at maintaining confidentiality and handling sensitive employee, financial, project, vendor, and company information with discretion.

Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

Ability to use collaborative tools such as Microsoft Teams or Zoom for communication, meetin