Full-Time
Office Coordinator
Calista Brice
Construction and environmental services
No salary listed
Houston, TX, USA
In Person
Works onsite in Houston, Texas and surrounding areas.
Associate's
Category
 Administrative & Executive Assistance (1) |
|---|
Required Skills
Inventory Management
Word/Pages/Docs
Excel/Numbers/Sheets
Microsoft Outlook
PowerPoint/Keynote/Slides
Requirements
- Knowledge of administrative, office coordination, and basic accounting principles, practices, and procedures.
- Working knowledge of office systems, processes, document control, records management, and administrative best practices.
- Knowledge of basic construction project administration practices, including project documentation, purchase orders, invoices, subcontractor and vendor records, and coordination between office and field personnel.
- Knowledge of common construction terminology and the ability to learn project-specific processes, systems, and documentation requirements.
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
- Ability to use collaborative tools such as Microsoft Teams or Zoom for communication, meetings, and scheduling.
- Ability to learn and effectively use document management, accounting, project management, timekeeping, and other business systems.
- Accurate data entry and recordkeeping skills with a high degree of attention to detail.
- Ability to organize, track, and maintain multiple documents, requests, deadlines, and priorities simultaneously.
- Ability to identify discrepancies or missing information and follow up with the appropriate person to resolve routine administrative issues.
- Ability to work independently with minimal supervision while recognizing when to escalate issues to management.
- Ability to follow verbal and written instructions and established company, project, and safety procedures.
- Ability to operate a motor vehicle in a safe and efficient manner.
- A high school diploma or equivalent is required.
- A valid state driver’s license and qualification to operate a vehicle under the conditions of the Company’s Driving Policy are required.
- Ability to pass drug, driving, and background checks is required.
Responsibilities
- Coordinate day-to-day office operations and provide administrative support to project management, field operations, accounting, safety, and other departments as needed.
- Greet and assist visitors, employees, vendors, subcontractors, and clients, ensuring they are directed to the appropriate location or contact.
- Provide general administrative support including document preparation, copying, scanning, filing, data entry, correspondence, and maintaining electronic and hard copy records.
- Maintain organized project and office files, including contracts, purchase orders, invoices, correspondence, submittals, meeting records, and other project-related documentation.
- Assist project teams with document control and administrative tracking, including routing documents for review, maintaining logs, and following established naming and filing conventions.
- Process and route invoices and supporting documentation, including scanning, filing, matching documentation, and maintaining records for accounting and project teams.
- Coordinate office, project, and staff meetings, including scheduling conference rooms, preparing meeting materials, recording or distributing meeting information, and coordinating setup needs.
- Assist with employee onboarding and project mobilization administrative activities, including preparing paperwork, coordinating required documentation, and directing employees to appropriate human resources, safety, or project resources.
- Assist with maintaining project and employee records related to safety training, certifications, site access, and other project-specific administrative requirements as directed.
- Coordinate incoming and outgoing mail, packages, deliveries, and office correspondence; distribute materials to appropriate personnel in a timely manner.
- Order, receive, and maintain inventory of office, project, and kitchen supplies and coordinate replenishment based on business needs.
- Provide administrative support for construction project activities by tracking routine requests, maintaining calendars, coordinating information between office and field personnel, and escalating issues requiring management attention.
- Assist with vendor and subcontractor administrative coordination, including maintaining contact information, required documentation, and communication records.
- Carry out errands and deliveries to support daily business and project functions when needed.
- Work in a constant state of alertness and in a safe manner, following company and project safety requirements.
- Perform other duties as directed.
Desired Qualifications
- An associate degree in business administration, office management, construction administration, or a related field is preferred.
- Prior experience in administrative support, office coordination, project administration, or a similar role is preferred.
- Experience in the construction industry or a demonstrated ability to learn construction-related terminology, processes, and documentation is preferred.
- Ability to maintain confidentiality and handle sensitive employee, financial, project, vendor, and company information with discretion.
- Excellent verbal and written communication skills for interacting with employees, project managers, field personnel, vendors, subcontractors, clients, and business partners.
- Strong time management, organizational, prioritization, and follow-through skills.
- Ability to adapt quickly to changing project priorities, schedules, and business needs and learn new systems or processes.
- Ability to establish and maintain effective working relationships with office staff, field personnel, vendors, subcontractors, and clients.
- Customer service skills focused on creating positive, professional experiences for employees, visitors, vendors, and business partners.
Calista Brice is an Alaska Native corporation subsidiary overseeing a family of construction and professional-services companies. Its subsidiaries provide engineering, environmental services, civil and marine construction, heavy equipment, logistics, and technical support. The group works across Alaska, the Lower 48, and international project locations while contributing to Calista Corporation’s shareholder mission. Calista Brice coordinates capabilities delivered through specialized subsidiaries across the project lifecycle, from studies, engineering, and permitting through environmental work, civil or marine construction, transportation, remediation, and technical support.
Company Size
N/A
Company Stage
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Total Funding
N/A
Headquarters
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Founded
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