Office Coordinator

Job description

POSITION SUMMARY The Office Coordinator will play an essential role in AWP Safety’s growth by assisting the Operations team with multiple projects and duties, including but not limited to systems management, report generation, coordinating repairs/ maintenance, inbound/outbound calls, and interacting with customers to ensure satisfaction. The Office Coordinator must be comfortable performing multiple tasks effectively with a focus on timeliness and responsiveness, high levels of diplomacy, sound judgment, and discretion when dealing with customers and other department staff. Primary Daily Responsibilities Validate all jobs in Salesforce for accuracy and completeness by 11am (10am Payroll week) Confirm correct client, job location, dates, times, and crew assignments Resolve missing or incorrect job details before validation is finalized Prioritize and complete validations within the same business day Communicate with Operations when clarification or corrections are required Reporting Responsibilities Maintain the On-Time Report in Salesforce 2x’s per day Review job start times and identify late or inconsistent entries Follow up with supervisors or field teams regarding discrepancies Ensure all time-related data is current and accurate Employee & Inbox Support Monitor and respond to office group inbox(es) as front-line support Answer employee questions related to job details and scheduling Escalate issues to Operations or Leadership when appropriate Maintain professional, timely, and consistent communication Administrative Duties Process employee documentation and required forms (ROE. Time off Requests etc) Follow up on missing information to ensure completion Submit completed documentation to the appropriate department Maintain organized digital records – update Certificate expirations Monitor shared email – process and clear out/file. Updating Crew Manifest weekly Enter Data as required – Site inspections, certs, documents etc. New hire paperwork Organize Employee Files Help with reaching out to resumes/calling and prescreening Tracking who has what tablets & deal with radios that need to be rebooted Safety Demo post and upload Any PPE forms for new hires & replacement gear After courses updating TCP/TWS/ First Aid expiry’s Samsara – Driver Assignments 2x’s per day (Once in the morning and once in the afternoon) PPCL – Organizing/Tracking and provide list to OM for follow up of those not completed (this is also a task for anyone on Modified duties) All need to be submitted every 2 weeks Clean office / Mini Kitchen/Bathroom Inventory Cleaning Supplies, PPE, Paperwork Task Tracking & Communication Provide progress updates to Operations throughout the day Manage multiple priorities and adjust based on urgency Confirm task completion before end of shift or communicate delays Training & Continuous Learning Participate in Salesforce and process training as required Use reference guides and training materials to improve accuracy Ask questions and confirm understanding before completing tasks Success Indicators Jobs are accurately validated with minimal rework required Reports are current and reliable Employee inquiries are handled promptly and correctly Operations can rely on timely and accurate administrative support REQUIREMENTS 1-3 years of office administration experience Effective communication and collaboration skills with the ability to take direction Proficient using technology to perform document management, reporting, review, and editing Ability to read and interpret written information clearly and accurately Attention to detail and organizational skills with the ability to manage multiple priority items and track extensive detail Proactive and confident to work independently, while maintaining strong teamwork skills Experience with traffic control and safety devices preferred, but not required Salesforce experience is a plus WORK ENVIRONMENT AND PHYSICAL DEMANDS The team member must be able to successfully handle the physical demands of this position, which include but are not limited to the following: Variable hours of operation based on staffing needs and workload Ability to work in a variety of physical positions, including sitting, standing walking, and driving Majority of hours will be worked in an office setting Some exposure to all weather conditions in combination with regular work time indoors in environmentally controlled conditions May be required to lift or carry objects up to 40 pounds WHAT YOU WILL LOVE/PERKS Company provided vehicle with fuel card for work purposes Health/Dental benefits RRSP program EAP (Employee Assistance Program) Career Growth Paid Time Off and Paid Holidays AWP named one of North America’s Greatest Workplaces 2023 and 2025 for Diversity AWP Safety is an Equal Opportunity Employer (EOE). Women, minorities, veterans, and individuals with disabilities are encouraged to apply. Qualified applicants will receive consideration for employment without regard to their race, color, age, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability. PROTECTING YOUR PEOPLE , YOUR BUSINESS, AND YOUR TIME . All your information will be kept confidential according to EEO guidelines. AWP Safety is an Equal Opportunity Employer (EOE). Women, minorities, veterans, and individuals with disabilities are encouraged to apply. Qualified applicants will receive consideration for employment without regard to race, color, religion, creed, age, national origin, ancestry, sex, pregnancy, sexual orientation, gender identity or expression, genetic information, marital status, protected veteran status, disability, or any other status protected by applicable federal, state, or local law. AWP Safety is North America’s leading traffic control specialist. Our team of 9000+ professionals helps secure 2,000+ work zones every day – ensuring customer crews, drivers, and our teams get home safely. We protect those who operate, maintain, and upgrade infrastructure in the energy, broadband, and transportation sectors and provide traffic control for major events like the Super Bowl and Boston Marathon. Since our founding in 1981, we have served customers through the talent of extraordinary team members committed to customer focus, growth, valuing each other, safety and quality, and a sense of urgency.