Administrative Coordinator

Job Description

Job Description

Salary:

Overview:
Cullen Construction is a third-generation company started in 1953 by Edward E. Cullen. Built from a foundation committed to integrity and excellence, today's Cullen Construction continues this legacy of high-quality building standards by combining professional project management and field supervision with strong administrative and design support.

Today, Cullen Construction maintains the highest standards by employing the finest and most dedicated craftsmen, designers and support staff. Our team members and subcontractors are committed to an outstanding level of detail throughout every phase of construction, from initial designs to the final walk-through. Cullens carpenters and craftsmen have over 100 years of experience in residential building and fine carpentry to help bring your project to life.

Position:
We are seeking a highly organized and personable Administrative Coordinator to serve as the first point of contact in our office and provide vital support to the executive team. This role is essential to maintaining smooth daily operations, coordinating office activities, supporting HR and finance functions, and ensuring a welcoming environment for clients and visitors. The ideal candidate is detail-oriented, tech-savvy, and excels in a fast-paced, collaborative setting.

We're looking for someone who embodies our core values and brings them to life in their daily work. If youre someone who strives for excellence, embraces innovation, leads with integrity, finds creative solutions, and is driven by a spirit of service wed love to hear from you!

Primary Responsibilities:

1. Serve as initial point of contact for visitors. Answers phones and email and directs inquiries to appropriate individuals in a timely and courteous manner.
2. Receives and processes all incoming mail, fax messages, and packages to ensure delivery to appropriate department or individual in the office, processes outgoing mail and packages.
3. Manages calendars and schedules appointments for the executive team, as needed.
4. Copies, sorts, and files electronic and paper records related to company activities, business transactions, and other matters.
5. Manages the conference room schedule. Prepares meeting space for in-person and virtual meetings.
6. Supports the Controller with accounts receivable/payable processes and payroll administration, including timecard edits and approvals; assists with the CFO and CEO on administrative functions for Intuit Enterprise Suite and BuilderTrend as needed.
7. Assist HR Consultant with an HRIS or other systems to facilitate applicant tracking, employee set up and records, benefits, and maintaining team member policies in compliance with local, state and federal regulations.
8. Coordinate new hire onboarding and offboarding with the manager and HR consultant.
9. Serve as primary liaison with vendors for IT, workers compensation, benefits insurance, and property management and cleaning personnel. Responsible for identifying and addressing all office and facilities related issues.
10. Develop and implements procedures and policies for all administrative activities.
11. Develop and maintain professional relationships with internal team members as well as external vendors and subcontractors.
12. Manage inventory and timely orders for all office supplies, including office phones, computers and other equipment.

Knowledge, Skills, and Abilities:

1. Excellent verbal communication skills.
2. Excellent interpersonal and customer service skills.
3. Ability to be discrete and maintain confidential and personal information.
4. High attention to detail and strong organizational skills.
5. Ability to build and maintain relationships with clients, vendors, and design professionals.
6. Proficiency in MS Office Suite products with advanced skills in Word, Excel and Outlook. Experience with payroll systems, HRIS and construction management software and related tools is a plus.

Experience Requirements:

1. 3+ years of experience with executive support, data entry, or administration.
2. Proven track record of customer service, managing vendors and client relationships preferred.
3. Prior experience in construction environment preferred.
4. High School diploma or equivalent required. Associates degree in administration, Business or related experience a plus.