Office Coordinator

Description

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

Requirements

• 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.
• Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Excel, Word); familiarity with HRIS or ERP systems preferred.
• 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.

Benefits

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

Training + Development

Interview process

Visa Sponsorship

Security clearance