Trades Administrative Coordinator

Insight Construction LLC; North Valley (NM); On-site; USD 45,000 - 65,000; Full time

Job summary

Insight Construction is seeking an organized, dependable Trades Administrative Coordinator to support our trade division managers and serve as the main liaison with the main office. The role includes daily administrative tasks, bid coordination, purchasing requests, accounting follow-ups, and general office operations in a fast-paced construction environment.

The ideal candidate will take initiative, communicate effectively, stay organized, and manage multiple priorities while following Insight

Qualifications

• Previous experience in an administrative, office support, or coordinator role.
• Ability to communicate with multiple departments, follow up on outstanding requests, and seek clarification when needed.
• Ability to follow established company procedures while adapting to the administrative needs and priorities of multiple division managers.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Outlook, Excel, Word, and general office technology.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks, prioritize deadlines, and follow through on outstanding requests.
• Ability to work independently while supporting multiple managers.
• Professionalism, reliability, and willingness to learn.

Responsibilities

• Provide daily administrative assistance to trade division managers.
• Maintain communication with the VP of Business Operations regarding administrative priorities, outstanding issues, and any matters requiring additional direction or approval.
• Help organize, track, and follow up on outstanding requests and administrative tasks.
• Assist division managers with correspondence, documentation, and other office-related needs.
• Maintain organized electronic files and records for division operations.
• Communicate with the main office to ensure requests and information are routed appropriately.
• Assist division managers with preparing, organizing, and submitting bid proposals.
• Request and follow up on vendor and subcontractor quotes.
• Track outstanding pricing requests and communicate updates to division managers.
• Assist with compiling proposal documentation and supporting information.
• Monitor bid deadlines and help ensure required information is received on time.

Skills

Communication

Organization

Multitasking

Microsoft Office

Tools

Outlook

Excel

Word

Procore

Sage 100 Contractor

Job description

Department: Business Operations
Location: Albuquerque, New Mexico
Reports To: VP of Business Operations
Position Type: Full-Time

Position Summary

Insight Construction is seeking an organized, dependable, and detail-oriented Trades Administrative Coordinator to provide administrative and operational support to our trade division managers. This position will serve as a key point of contact between our trade divisions and the main office, assisting with daily administrative tasks, bid coordination, purchasing requests, accounting follow-ups, and general office operations.

This position reports directly to the VP of Business Operations and is expected to follow Insight Construction's established policies, procedures, and administrative processes while supporting the day-to-day needs of our division managers.

The ideal candidate is someone who takes initiative, communicates effectively, stays organized, and is comfortable managing multiple priorities in a fast-paced construction environment.

Key Responsibilities

Division & Administrative Support

• Provide daily administrative assistance to trade division managers.
• Maintain communication with the VP of Business Operations regarding administrative priorities, outstanding issues, and any matters requiring additional direction or approval.
• Help organize, track, and follow up on outstanding requests and administrative tasks.
• Assist division managers with correspondence, documentation, and other office-related needs.
• Maintain organized electronic files and records for division operations.
• Communicate with the main office to ensure requests and information are routed appropriately.
• Assist division managers with preparing, organizing, and submitting bid proposals.
• Request and follow up on vendor and subcontractor quotes.
• Track outstanding pricing requests and communicate updates to division managers.
• Assist with compiling proposal documentation and supporting information.
• Monitor bid deadlines and help ensure required information is received on time.

Purchasing & Office Coordination

• Prepare and route purchase request emails with accurate job and material information.
• Follow up on outstanding purchasing requests, order confirmations, and delivery information.
• Coordinate routine office supply orders and general purchasing needs for the trades building.
• Communicate with the purchasing department regarding order status, missing information, and outstanding requests.
• Assist with maintaining office supplies and basic administrative resources.

Accounting & Approval Follow-Ups

• Assist the accounting department with obtaining outstanding invoice approvals from division managers.
• Follow up on missing documentation, receipts, and other information needed to process invoices.
• Communicate approval statuses and outstanding items to the appropriate accounting team members.
• Help resolve administrative discrepancies by coordinating information between division managers, purchasing, and accounting.
• Provide basic technology assistance to division managers and trades office personnel.
• Assist with software access, basic troubleshooting, printing, scanning, and electronic document management.
• Coordinate unresolved technology issues with the appropriate IT support.
• Assist with maintaining an organized and functional trades office.
• Support additional administrative projects and process improvements as needed.

Qualifications

Required

• Previous experience in an administrative, office support, or coordinator position.
• Ability to confidently communicate with multiple departments, follow up on outstanding requests, and seek clarification when needed.
• Ability to follow established company procedures while adapting to the administrative needs and priorities of multiple division managers.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Outlook, Excel, Word, and general office technology.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks, prioritize deadlines, and follow through on outstanding requests.
• Ability to work independently while supporting multiple managers.
• Professionalism, reliability, and willingness to learn.

Preferred

• Previous experience in construction, subcontracting, or a related industry.
• Familiarity with construction bids, purchase orders, vendor quotes, and invoice approvals.
• Experience with construction management or accounting software, such as Procore or Sage 100 Contractor.

Equal Opportunity Employer, including disabled and veterans.