Administrative Operations Coordinator
Company: Hunter Hamilton
Location: El Cajon
Posted on: June 25, 2022
We are working with a client in the El Cajon area and they are
looking for a temporary Administrative Operations Coordinator. This
person will work on site Monday through Friday during normal
business hours. - Right now, this is estimated to last around 3
months to cover a leave, however, there maybe a additional
permanent opportunities coming up in the office late 2022/early
2023 and if performance warrants, this person maybe able to move
into that role. - 3+ years of administrative experience is
required. - Project Coordination experience in a construction or
service related industry is a plus. - Proficient MS Excel skills
Responsible for coordinating all administrative duties associated
with the branch -
1. Sends turnover approval requests to turnover "mailbox" for all
jobs that are scheduled for final inspection during the month.
Keeps inter-department calendars accurate.
2. Receives final acceptance forms from the field, inputs the
information date; notifies appropriate personnel; forwards a copy
of the final acceptance form to Regional Billing; and updates
3. Receives completed booking packages from sales; reviews booking
package for terms and conditions pertaining to certified payroll,
NIM warranty and any other pertinent terms.
4. Prepares project file, truck folder, mechanic folder and Letter
One Package using the booking packages provided by sales.
5. Reviews distributor report for ship dates and updates . Includes
reviewing the file to determine appropriate permits needed,
preparing the permits, and preparing the intent to install forms to
obtain the permit.
6. Prepares and logs change orders . Includes following up on
outstanding change orders, booking change orders, and providing
time tickets/documentation to the customer as needed.
7. Prepares documentation and attends the weekly operations
meetings and monthly order management calls. Includes assigning
tasks during/after the meeting. If a project requires onsite visits
the Coordinator may be asked to attend the kick-off meeting.
8. Fields calls from customers regarding status of jobs and answers
9. Participates in the monthly A/R conference call with Regional
Collections. Actively pursues and follows-up on A/R items. Tracks
and sends deposit checks to Regional Collections. This is an
addition to current job description
10. Assists in the preparation of payroll for Superintendent
approval. Includes providing documentation required for payroll
processing (approved receipts, approved override rate forms); and
filing original expense receipts.
11. Submits warranty claims and accurately tracks to ensure timely
processing of the warranty.
12. Creates parts requisitions based on accurate and detailed
documentation from field and/or operations management. This may
include safety, uniforms, and supplies.
13. Reviews invoice on-hold reports and works with Office Manager,
Region and Corporate, as needed, to resolve the holds.
14. Maintains and analyses various daily, weekly and monthly
reports. Includes resolving open commitments, expected receipts,
and jobs eligible to close reports
HS Diploma or GED is required
3+ years of administrative experience is a must
Background in project coordination is a plus
Proficient to intermediate Excel skills are required
Oracle experience is a plus
Excellent communication, time management, and organizational skills
are a must
About Hunter Hamilton
Hunter Hamilton is committed to providing equal employment
opportunity for all persons regardless of race, color, religion
(including religious dress and grooming practices), sex, sexual
orientation, gender, gender identity, gender expression, age,
marital status, national origin, ancestry, citizenship status,
pregnancy, medical condition, genetic information, mental and
physical disability, political affiliation, union membership,
status as a parent, military or veteran status or other non-merit
based factors. We will provide reasonable accommodations throughout
the application, interviewing and employment process. If you
require a reasonable accommodation, contact us. Hunter Hamilton is
an E-Verify employer. This policy is applicable to all phases of
the employment relationship, including hiring, transfers,
promotions, training, terminations, working conditions,
compensation, benefits, and other terms and conditions of
All employees are directed to familiarize themselves with this
policy and to act in accordance with it. All decisions with respect
to employment matters and other phases of employer-temporary
employee relationships will be in keeping with this policy and in
accordance with all applicable laws and regulations.
Keywords: Hunter Hamilton, El Cajon , Administrative Operations Coordinator, Administration, Clerical , El Cajon, California
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