Office Coordinator

Atlantic Power Constructors Position Title:

Office Coordinator Reports To:

Director of HR FLSA Status:

Non-Exempt Number of Openings:

1

Location:

Manchester, Maine

POSITION SUMMARY

The Office Coordinator is responsible for supporting workforce administration, safety and compliance, office operations, and project coordination to ensure efficient day-to-day business functions. This role serves as a key point of contact for the regional office, supporting employees, field operations, and corporate teams while maintaining a professional, organized, and compliant work environment.

RESPONSIBILITIES

Office Operations & Coordination

• Oversee day-to-day office operations to ensure an organized, efficient, and professional work environment
• Manage office operations including supplies, equipment, and company materials, ensuring efficiency and cost control
• Maintain inventory of office supplies and coordinate timely reordering
• Coordinate purchasing of office supplies, materials, and vendor services as needed
• Manage company-branded materials and swag, including ordering, inventory tracking, and distribution to employees and new hires
• Maintain office calendars, coordinate meetings, and assist with travel arrangements
• Ensure conference rooms and common areas are clean, organized, and fully functional Front Desk & Reception
• Serve as the primary point of contact for visitors, clients, and employees
• Answer and direct incoming phone calls, respond to inquiries, and take messages
• Manage incoming and outgoing mail, deliveries, and courier services Administrative Support
• Prepare, edit, and distribute correspondence, reports, and presentations
• Maintain organized filing systems (electronic and paper), ensuring confidentiality and accuracy
• Support regional leadership with scheduling, coordination, and administrative tasks Workforce Administration, Safety & Compliance
• Coordinate and execute new hire onboarding, including completion of required paperwork, system entry, onboarding checklists, and HR orientation
• Maintain and update employee personnel files and onboarding documentation, including safety and driver qualification records, ensuring accuracy, completeness, and compliance
• Collect, track, and maintain employee credentials, including driver's licenses, medical cards, and certifications
• Scan, upload, and archive safety documentation including tailboards, site observations/audits, and toolbox talk sign-in sheets
• Track and follow up on missing or incomplete documentation from field crews
• Assist with employee time entry, corrections, and reporting for regional staff
• Coordinate with corporate HR, payroll, and safety teams to ensure timely and accurate submission of required documentation and data
• Maintain strict confidentiality of employee records and sensitive information Operations & Project Support
• Assist with crew work assignments for key customers, ensuring documentation and requirements are met
• Support invoice development for regional projects and coordinate submission with Accounts Receivable and Project Management teams
• Track and maintain documentation required for customer billing and compliance. Communication & Coordination
• Serve as a liaison between the regional office, field teams, and corporate departments
• Support internal communications and ensure timely dissemination of information
• Assist with organizing meetings, trainings, and employee events

SKILLS / REQUIREMENTS

• 2+ years of administrative, office coordination, HR, or related experience preferred
• Strong organizational skills with attention to detail and accuracy
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong communication and interpersonal skills
• Ability to handle sensitive and confidential information with professionalism

WORK ENVIRONMENT

This position operates in a professional office environment with frequent interaction with field employees, managers, and leadership. The role may require occasional coordination with field locations and supporting operational needs across the business.

EQUAL OPPORTUNITY EMPLOYER

Atlantic Power Constructors is an Equal Opportunity Employer and does not discriminate based on any legally protected status. We value diversity and are committed to creating an inclusive workplace for all employees.

Pay:

$25.00 - $30.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Health savings account Paid time off Retirement plan Vision insurance

Work Location:

In person