Administrative Coordinator Department:

Administration Reports to: Office Manager /

Controller Supports:

Estimating Department and Accounting Employment Type:

Full-Time Wage Range:

WORKFLOW POSITION

The Administrative Coordinator supports both the Estimating and Accounting/Bookkeeping functions of Prime by keeping project information, bid documentation, vendor information, invoices, and financial records organized and moving through the company accurately and on time. This position is responsible for the administrative work that allows Estimators to focus on pricing and winning work while helping Accounting maintain accurate and timely financial records. The role requires strong organization, attention to detail, follow-through, and the ability to manage multiple priorities without allowing tasks to fall through the cracks.

OUTCOME RESPONSIBILITIES 1.

Estimators have the plans, specifications, bid documents, subcontractor information, and administrative support they need to complete bids accurately and on time. 2. Bid opportunities, deadlines, addenda, proposals, and related documents are organized and tracked so important information is not missed. 3. Vendor invoices, receipts, purchase documentation, and other bookkeeping records are entered, coded, and organized accurately and promptly. 4. Accounting records are supported by complete documentation so transactions can be traced back to the correct vendor, project, cost code, or company expense. 5. Vendors, subcontractors, customers, and employees receive timely and professional communication when requesting administrative or accounting information. 6. Company records and electronic files are organized consistently so information can be located quickly when needed. 7. Estimating and Accounting are informed promptly when information is missing, deadlines are approaching, or something does not match the supporting documentation.

ESTIMATING SUPPORT

The Administrative Coordinator assists the Estimating Department with the administrative side of preparing and submitting bids.

Responsibilities include:

Monitor bid invitations and assist with maintaining the bid calendar and upcoming bid deadlines. Download and organize plans, specifications, addenda, geotechnical reports, and other bid documents. Maintain organized electronic bid folders using Prime's established filing structure. Distribute plans and bid information to subcontractors, suppliers, and vendors as directed by the Estimator. Assist with requesting subcontractor and supplier pricing. Track outstanding quotes and follow up with vendors and subcontractors before bid deadlines. Maintain subcontractor and supplier contact information. Review bid portals and email for addenda and notify the Estimator when new information is issued. Assist with preparation of bid forms, proposal documents, qualification packages, and supporting documentation. Assist with submitting bids electronically or through customer bid portals when requested. Maintain records of submitted bids, proposals, and supporting documents. Assist Estimators with gathering historical project information, vendor pricing, and other records needed for future estimates. Help maintain estimating databases, vendor lists, and project information.

BOOKKEEPING & ACCOUNTING SUPPORT

The Administrative Coordinator assists with routine bookkeeping and accounting administration under the direction of the person responsible for Prime's accounting function.

Responsibilities include:

Receive, organize, and process vendor invoices. Enter invoices and other transactions into the accounting system as assigned. Verify that invoices contain the appropriate project, purchase order, cost code, or approval information before processing. Route invoices for approval when required. Match invoices with purchase orders, receipts, delivery tickets, or other supporting documentation. Identify discrepancies and obtain missing documentation before transactions are finalized. Assist with accounts payable processing and preparation of vendor payments. Maintain organized electronic records of invoices, receipts, statements, and payment documentation. Assist with credit card receipt collection, coding, and reconciliation. Assist with bank and credit card reconciliations as assigned. Assist with customer invoicing and accounts receivable documentation as needed. Maintain vendor records, W-9s, certificates of insurance, and other required documentation. Assist with preparing information requested by the company's accountant, CPA, or management. Assist with month-end record organization and other bookkeeping tasks as assigned. Maintain confidentiality of payroll, financial, employee, and company information.

GENERAL ADMINISTRATIVE RESPONSIBILITIES

Answer and route phone calls and emails professionally. Maintain organized company files and records. Scan, upload, file, and distribute documents. Assist with vendor and subcontractor setup. Maintain contact lists and company records. Assist with certificates of insurance, W-9s, lien documentation, and other administrative paperwork. Assist management and project personnel with retrieving project documentation. Order office supplies and assist with general office organization as needed. Support other administrative functions when workload requires it.

DAILY / WEEKLY EXPECTATIONS

The Administrative Coordinator is expected to maintain a clear understanding of: Bids due this week and upcoming bid deadlines. Quotes or information still outstanding for active estimates. Addenda or bid changes requiring attention. Invoices waiting for coding, documentation, or approval. Vendor or accounting items requiring follow-up. Administrative deadlines that could affect estimating, accounting, or operations. Items that cannot be completed should be communicated to the appropriate person rather than allowed to remain unresolved.

AUTHORITY & ESCALATION

The Administrative Coordinator is expected to independently handle routine administrative tasks within established company procedures.

The position should escalate:

Missing or conflicting bid information to the Estimator. Pricing questions to the Estimator. Questionable invoices or cost coding to the appropriate Project Manager, Superintendent, or accounting personnel. Vendor payment disputes to management/accounting. Unusual financial transactions or discrepancies to management. Any commitment that would financially or contractually obligate Prime to the appropriate authorized employee. The Administrative Coordinator does not independently approve contracts, change pricing, authorize significant purchases, or make financial commitments on behalf of Prime unless specifically authorized.

PERFORMANCE STANDARDS

Performance in this position is measured by: Accuracy — Information is entered, filed, and communicated correctly. Timeliness — Bid deadlines, invoices, and administrative responsibilities are handled when required. Organization — Documents and records can be located quickly and are maintained according to company standards. Follow-Through — Open items are followed until they are completed or properly handed off. Communication — Estimating, Accounting, Operations, vendors, and subcontractors receive the information they need without unnecessary delays. Confidentiality — Company and financial information is handled appropriately. Ownership — Problems are identified and brought to the appropriate person's attention rather than ignored or passed along without resolution.

QUALIFICATIONS

High school diploma or equivalent required; associate degree in business, accounting, or related field preferred. Administrative, bookkeeping, accounting, or construction-office experience preferred. Strong organizational and time-management skills. High attention to detail and accuracy. Comfortable working with numbers and financial documentation. Ability to manage multiple deadlines and priorities. Professional written and verbal communication skills. Proficiency with QuickBooks Online, Microsoft Outlook, Excel, Word, and electronic document management. Experience with accounting software preferred. Experience with construction estimating software, bid portals, or construction management software is a plus. Ability to learn Prime's estimating, accounting, and project-management systems.

SUCCESS IN THIS ROLE A

successful Administrative Coordinator makes both Estimating and Accounting more effective . Estimators should spend less time chasing documents, organizing bid files, requesting routine information, and handling administrative tasks. Accounting should receive complete, organized, and properly documented information that can be processed without repeatedly tracking down missing details. The standard for this position is simple: accurate information, organized records, completed follow-up, and no preventable surprises.

Pay:

$21.00 - $24.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person