POSITION DESCRIPTION
Office Coordinator

INFORMATION
Job Class: Coordinator
Department: Facilities
Salary Grade(s): 10-11
Hours of Work: M-F, 8:00 am – 4:30 pm
Type of Position: Non-Exempt

PURPOSE
The Office Coordinator will provide comprehensive administrative support to the Facilities department. Reporting to the Director of Facilities and Projects, the Office Coordinator will manage a range of office and administrative tasks, including payroll processing, timecard tracking, travel arrangements, credit card reconciliations, and general office functions. Additional responsibilities encompass coordination with subcontractors, processing invoices, maintaining databases, collecting expense data, and supporting the recruitment and onboarding of employees.

RELATIONSHIPS
• Reports to: Director of Facilities and Projects
• Supervises: 0
• Liaison To: SGC

ESSENTIAL FUNCTIONS
• Oversee and coordinate the day-to-day operations of the Facilities department.
• Track and manage projects, requests, and associated administrative functions for the Facilities department, including scheduling and correspondence.
• Handle payroll processing, track employee timecards, and coordinate with HR on pay and attendance matters.
• Schedule, coordinate, and provide logistical support for meetings, events, and travel arrangements.
• Draft, proofread, and format documents, correspondence, and internal communications.
• Manage office supplies and equipment inventory, ensuring timely procurement as necessary.
• Maintain both electronic and hard copy files in accordance with organizational policies and procedures.
• Write or prepare position descriptions and assist with employee recruitment, selection, and onboarding.
• Assist with budget preparations, monitor financials, reconcile credit card transactions, and recommend budget adjustments as necessary.
• Evaluate internal administrative processes regularly to identify and implement improvements.
• Prepare and submit necessary project-related documents, including RFIs, material orders, and work orders.
• Identify opportunities for process and office management improvements, and design and implement new systems to optimize efficiency.

DECISION MAKING AUTHORITY
• Spending Authority: TBD
• Other Authority: TBD

NECESSARY SKILLS AND KNOWLEDGE
• Ability to read and interpret construction drawings and project plans.
• Exceptional attention to detail and organizational skills.
• Strong communication, interpersonal, and team coordination skills.
• Proficiency in time management and ability to prioritize tasks effectively.
• Strong problem-solving, analytical, and mathematical skills.
• Experience with document control and familiarity with project scheduling tools, Gantt charting, and material take-offs.
• Ability to work effectively with a diverse team of managers, supervisors, employees, and vendors.
• Advanced computer skills, including Microsoft Office Suite and Adobe Acrobat.
• Experience with word processing, spreadsheets, and database management software.
• Ability to maintain a high level of confidentiality and handle sensitive information appropriately.
• Strong multitasking abilities, adaptable to constantly changing work environments.
• Ability to identify and correct data discrepancies or inaccuracies.
• Capability to provide training and present information to both small and large groups effectively.
• Ability to interpret, apply, and explain relevant laws, regulations, and organizational policies.

MINIMUM QUALIFICATIONS (Education, Experience, Skills)
• Associate's degree in Business Administration, Computer Science, or a related field.
• Minimum of 2 years of related experience in office administration or construction support.
• At least 2 years of supervisory experience.

Substitution for Degree
• High School Diploma and 1-2 years of related experience.

PREFERRED QUALIFICATIONS (Education, Experience, Skills)
• Ability to read and understand construction drawings/plans.
• Prior experience in payroll processing, timecard tracking, credit card reconciliations, and other general office administrative duties.

UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS
Most work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs. Travel on small aircraft or ferry may be required.

CONDITIONS OF HIRE:
• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a pre- employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check be conducted on all employees. All employment offers are conditional until federal criminal background check results verify your eligibility to work for Tlingit & Haida.