Office Coordinator

Overview

Supports office operations, onboarding, payroll, scheduling, document control, and AP/AR tasks.

Key Responsibilities

• invoice processing
• vendor management
• document control
• hris onboarding
• safety tracking
• timesheet collection

Tasks

-Track invoice deadlines and coordinate with project management and AR teams to ensure timely submission. -Maintain organized office supply inventory; reorder materials and coordinate vendor services. -Maintain tracking logs for outgoing invoices and incoming vendor payments. -Serve as a secondary point of contact for client or vendor inquiries in the Office Manager’s absence. -Organize, file, and upload employee, safety, and project documentation in accordance with compliance standards. -Code and submit vendor invoices and receipts for AP processing; flag discrepancies as needed. -Work with the Safety Team to track and validate training completions for all field employees. -Assist with daily office functions, ensuring administrative tasks are completed accurately and on time. -Support the Office Manager in preparing operational reports and updates for leadership. -Maintain and update the regional calendar for meetings, trainings, events, and key deadlines. -Upload all onboarding documentation into HRIS and confirm readiness with field supervision and corporate HR. -Prepare accurate payroll summaries for review by the Office Manager and Payroll Department. -Distribute reminders, confirmations, and follow-ups for all scheduled activities. -Track and document temporary wage/job changes for union employees. -Provide timely and professional responses that reflect Summit Line’s service standards. -Ensure new hire documents are completed and DOT compliance paperwork is submitted and logged promptly. -Assist with scheduling onboarding meetings, safety orientations, and equipment setups for new hires. -Track documentation deadlines such as certifications, license renewals, and training records. -Assist with preparing and submitting project-related invoices and billing documents. -Schedule rooms, travel, and logistics for events; ensure meeting and travel details are confirmed in advance. -Draft and distribute internal communications, announcements, and meeting notes. -Maintain a safe and organized office environment; schedule maintenance and cleaning services as needed. -Assist with document preparation and organization for internal audits and external reviews. -Collect and review daily timesheets and crew time entries from field leaders.

Requirements

• microsoft office
• hris
• hs diploma
• 2 years admin
• drug screening
• detail oriented

What You Bring

-Compliance: Must pass mandatory drug and alcohol screening(s). -Education: High school diploma or GED required; associate degree or relevant certification preferred. -Experience: Minimum 2 years of administrative experience, preferably in construction or operations; prior experience supporting payroll or AP/AR is a plus. -Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Excel, Word); familiarity with HRIS or ERP systems preferred. -Communication: Clear written and verbal communication; ability to interact professionally with internal teams and external contacts. -Organizational Skills: Strong attention to detail and the ability to manage multiple priorities effectively.

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Benefits

-Pet Insurance -Employee discounts, EAP and Wellness Program -Identity Theft Protection and so much more! -Paid Holidays -PTO that starts accruing DAY 1 -Several medical plans to choose from -Dental Plan and Vision Plan -401K Immediate Vesting; employer match starting same day -Life insurance, short term & long-term disability

About Summit Line Construction

-Founded with a vision to support the growing demands of utility infrastructure across North America. -Focused on building and maintaining critical electrical and energy systems that power communities. -Known for its strong expertise in overhead and underground electrical distribution networks. -A trusted partner for utilities, construction companies, and municipalities on large-scale projects. -Has completed high-profile infrastructure projects, enhancing energy reliability in urban and rural areas. -Utilizes cutting-edge technology to ensure safety, efficiency, and quality across all projects. -Committed to delivering projects on time and within budget, even in challenging environments. -Operates across diverse geographic regions, tailoring services to meet specific local requirements.

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