Special Projects Coordinator

Associated General Contractors of Alaska; Anchorage (AK); On-site; USD 30,000 - 45,000; Part time

Job summary

A leading organization in the construction industry is seeking a part-time Administrative Assistant in Anchorage to handle various office duties including room rentals and class administration. The ideal candidate will possess strong communication and organizational skills, with a focus on customer service. This role allows for flexible working hours and collaboration in a dynamic work environment, supporting important workforce development initiatives.

Qualifications

• 2 years customer service experience required.
• Strong understanding of the Alaska construction industry helpful.
• Ability to learn new workplace apps quickly.

Responsibilities

• Perform general administrative duties including answering phones and greeting visitors.
• Administer room rentals and support class facilitators for training courses.
• Coordinate Board of Directors agendas and maintain office records.

Skills

Communication

Organizational skills

Attention to detail

Problem-solving

Flexibility

Education

High School diploma or equivalent

Tools

Microsoft Office

Job description

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Summary of Position

Reports directly to the Deputy Director. The position is responsible for performing general administrative duties, scheduling and administering room rentals, special projects, as well as administering CQM and CECSL courses. This is a part-time position, Monday through Friday, between 9:00 AM and 3:00 PM (adjustable), averaging 6 hours per day. About once or twice a month, the position shift time will vary to accommodate CQM or CECSL classes and room rental needs (e.g. 7:00 AM start time).

Essential Functions

Perform general office administrative duties, including answering phones, greeting visitors, and assisting members at the front desk.

Administer and coordinate requested room rentals by confirming availability, confirming requested amenities, obtaining signed agreements, booking the event, processing payments, assisting with room rental set up including A/V components, etc. (when needed).

Administer CESCL and CQM classes. Create registrations, support class facilitators/trainers for all classes, administer tests, create certifications, and update and maintain all records and supplies for both CESCL and CQM.

Assist Executive Director and Deputy Director with projects.

Support AGC staff with a variety of projects, including event planning and setup.

Assist with implementing new training offerings.

Support AGC staff with general administration of board packets and creation of meeting minutes.

Coordinate Board of Directors agendas, board packets, and meeting minutes.

Support assigned association committees, task forces and ad hoc project groups by assisting staff liaison and taking notes when needed.

Maintain Chapter bylaws, history, archives, and document retention. Ensure that office records are kept in a readily accessible manner and meet the record-keeping laws of the State of Alaska and association best practices.

Email copies of invoices to members when requested.

Assist members with accessing Online Plans and responding to related inquiries.

Assistin updating and maintaining the website.

Maintain office supplies (including but not limited to office supply inventory, copy room inventory, kitchen supplies, office equipment, etc.).

Respond to common inquiries from members, regulatory agencies, or members of the business community ensuring communication of those to the appropriate staff person.

Effectively present information and respond to questions from members and prospective members.

Perform other miscellaneous administrative and data entry duties as assigned.

Assist with maintaining all calendars.

Confirm Outlook and Website correctly reflect upcoming classes, meetings, room rentals, etc.

Knowledge, Abilities and Skills:

Knowledge of the Alaska construction industry, structure of the membership and industry’s training needs.

Strong understanding of workforce development programming.

Ability to plan and administer budgets.

Extensive administrative, management, and leadership skills.

Strong communication and public relations skills.

Excellent organizational skills and ability to prioritize projects.

Ability to use creativity and innovation in problem solving.

Ability to be flexible and to adjust to always changing needs.

Ability to develop training materials.

Can demonstrate the ability to quickly self-learn current and new workplace apps.

Highly collaborative and able to work in high-pressure situations with tight deadlines.

Consistently optimize within, and navigate through, ambiguity to meet objectives.

Education and Experience

High School diploma or equivalent

Minimum 2 years customer service background

Familiarity and proficient use of Microsoft office programs, including Teams

Familiarity with office equipment

Experience with data entry and calendar management

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Requirements

Mobility

Lifting up to 20 lbs.

Speaking/Hearing

Use of fingers/Manual dexterity

Indoors: Normal office conditions, 80% of the time

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Project Management and Information Technology

• Industries

  Construction

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