Office Coordinator

For over 50 years Estes Construction has been a leader in construction management, starting from a one room office with two employees to over 120 employees.  Each step of the way we have empowered our team members to grow and develop their skills and ascend as high as they can, whether that be from receptionist to CFO, or project engineer to president!  If you are looking for a company with a growth and development mindset, one in which the individual is valued as much as the team; Estes Construction is looking for a detail focused, problem solving team player to join our team!  Construction experience is not needed, ability to handle multiple tasks, communicate effectively with multiple stakeholders, learn quickly and be adaptable is a must.  If this sounds like you, we need to talk, apply today!

Summary: As Office Coordinator you will be responsible for providing support to the central Iowa office including activities and personnel from all departments. You will do this primarily by assisting the vice president of operations, business development managers, pre-construction managers, project managers, project engineers, and superintendents participating in the teams, organizing initiatives, and maintaining information for projects, departments, and office. You may have supervisory responsibility for the construction department, including 2 or fewer direct reports.  To succeed in this role, they need to have excellent time management and communication skills, as they will collaborate with clients and internal teams to deliver results by established deadlines.

Essential Duties:  Essential job duties for this position include the following items. Other duties must be performed as assigned or required.

• Responsible for maintaining office supply/storage room inventory by tracking inventory, ordering supplies, receiving approved order requests, anticipating needs and coordinating pick-up/delivery.

• Submit any needed maintenance requests with landlord and follow up to ensure complete.

• Maintain and create extra office and building door keys in a secure location until required for new team members.

• Answer telephone, screen calls, forward calls and/or records and forward messages accurately.

• Prepare meeting rooms and coordinate lunch orders when needed, including breakfast or snack items for staff meetings.

• Sign for deliveries when necessary and notify recipients.

• Prepare and process outgoing mail daily to include: stuffing envelopes, accurate weighing, coding, sorting, affixing postage, addressing and preparing certified/overnight/return receipt mail.

• Receive, sort, and distribute mail within company timeframe standards for the office. Also maintain specific company inboxes by replying and forwarding information appropriately including general company information, applicant information, and vendor invoices.

• Maintain and distribute when necessary, project files including correspondence, project directory, RFIs, presentation proposals, and

• Create and distribute a variety of documents, reports, and records including agendas, minutes, owner updates, project logs advertisement for bids, bid tabulation reports, bid forms and proposals. May format files or update database

• Participate in meetings; department, project, staff, committee, and community events when requested. Responsibilities may include scheduling, preparing agendas, and capturing notes on action items and decisions made to distribute to attendees within acceptable time-frames. In addition, when necessary, could facilitate or lead meetings. Follow-up with action items and communicate with team to ensure the success of action

• Coordinate project manager’s, pre-construction manager’s and operations manager calendars and schedule internal and external meetings such as post-bid meetings, kick-offs, orientations, design/budget reviews, pre-installation meetings, project meetings, and owner update meetings. Regularly review calendars for availability and upcoming meetings to anticipate support

• Complete tasks for setting up new projects by using the job set-up

• Manage project documents by ordering, printing, and returning documents.

• Utilize project management software for managing documents, communications, field reports, and change management. Support construction staff, subcontractors, owners, and architects as the expert of applicable programs by providing training and trouble-shooting internally and externally.

• Work with project managers to lead the change management process. Responsibilities include updating applicable change management logs, processing data, creating documents, and processing integrations while ensuring the accurate and timely flow of information to owner, subcontractors, and

• Conduct bid solicitation by utilizing available programs and follow-up phone calls.

• Assist project team with driving submittal procurement and processing including creation of the submittal log during job setup, following-up with subcontractors on delinquent items, coordinating submittal reviews with project managers, and sending for designer approval (goal is to complete submittal within 100 calendar days of signed subcontracts).

• Perform general follow-up with subcontractors and owners in regard to contract requirements and billing

• Assist project managers by completing the close-out process within targeted goal (60, 90, 120 days). Tasks include scheduling close-out meetings, creating close-out logs, preparing operation and maintenance manuals, gathering and assembling as-built drawings, coordinating and recording owner trainings, and any additional tasks as identified in the close-out

• Assist with developing, maintaining, and implementing new or updated department pathways. Be a leader and role model in following these pathways.

• Provide bid support and pre-bid day preparation: bid form attachments and bid securities and bid day activities; phone calls and administrative work.

• Create and build relationships internally and externally by promoting the company through project updates and

• Develop a personal development plan for continuous improvement.

• Maintain an organized workspace and adhere to company safety policies.

• Work toward continuous quality improvement.

• Stay current with changing technology, including company wide software and department programs.

• Uphold, support, and promote all company policies and procedures.

• Willingly and actively demonstrate leadership behavior through commitment, engagement and integrity.

• Attend company-wide functions.

Education/Experience:

• An Associates degree (A.A.) or equivalent from two-year college or technical school and three to five years related experience and/or training; or equivalent combination of education and experience.

Benefits:

• Salary in the Top 75th Percentile
• Annual Bonus Potential
• 401K with Company Match
• Medical, Dental, Vision, and Life Insurance