We are looking for an Administrative Coordinator to support project operations in Cincinnati, Ohio through organized scheduling, documentation, and communication. This contract position with permanent potential is ideal for someone who can keep multiple installation activities moving smoothly while coordinating with field teams, vendors, and internal stakeholders. The person in this role will help maintain accurate records, resolve day-to-day scheduling challenges, and ensure project information is current from kickoff through close-out.
Responsibilities:
- Build and manage installation calendars by aligning project deadlines, site readiness, available crews, and material arrival dates.
- Assign field teams to active jobs and adjust schedules as priorities shift or unexpected issues arise at job sites.
- Monitor the status of ongoing work, including labor utilization and material consumption, to keep projects on track.
- Maintain inventory-related records and update project data to reflect current material usage and availability.
- Prepare, organize, and maintain job documentation so contract details, safety records, and project files remain complete and accurate.
- Serve as a point of contact for inbound calls and routine coordination needs, providing timely updates to team members and partners.
- Support accounting and project close-out activities by supplying required records for billing and final invoicing.
- Identify scheduling conflicts or operational obstacles and work with the appropriate teams to resolve them efficiently.
- Experience in administrative support, project coordination, or a similar office-based role.
- Strong scheduling and calendar management skills with the ability to balance multiple priorities.
- Ability to answer inbound calls professionally and communicate clearly with internal and external contacts.
- Proficiency in maintaining accurate records, tracking details, and handling documentation with a high level of organization.
- Comfortable working in a fast-paced environment where timelines, crew assignments, and job priorities may change.
- Working knowledge of standard office software and administrative systems.
- Strong attention to detail and the ability to follow contract, compliance, and safety-related documentation requirements.
