Administrative Installation Coordinator

REPORTS TO: Installation Manager
FLSA Status: Non-Exempt

Are you the type of person who likes being the bridge between functions? Do you like variety in your day to day? How about being a vital part of building something amazing? If this describes you and you're ready to love your job, then you've found it. 

We're a Commercial construction company and we need someone like you who has experience with managing the schedule and tying up loose ends on each project. If you're that detailed person with construction industry-related experience, keep reading! 

Position Summary

Responsible for assisting the installation team with coordination and administration of projects from award through completion.

Duties & Responsibilities

• Make preliminary schedule for following week’s installation.  Verify schedule with Operations Managers / General Superintendent prior to installation meeting.
• Update long term schedule.  Distribute it to the appropriate personnel.
• Attend and sometime conduct weekly Installation meetings.  Taking notes of pertinent information for Installation Dept.
• Process Installation dept. time cards (carpenters and support staff i.e. drivers, temp help.) Check time cards for proper math, coding, job no. Fax time cards to payroll.
• Verify the field installation files are set up and forwarded to foreman.  Include copy of work codes, scope letter, sketches, labor estimates sheet, CTC, and any other pertinent information or correspondence.  The P.M. will compile this information.  Set up field files and send to lead Installer, i.e. mail, ups, fed-ex.  Make sure field file gets to the Lead Installer in a timely manner.  Make sure foreman dies a material and equipment take-off for projects.
• Order materials, anchorage materials and rental equipment from appropriate vendors and suppliers. Maintain contacts and library for these suppliers.
• Verify installation materials, equipment and gang boxes are set-up and ready to be delivered, schedule deliveries.
• Coordinate all Construction deliveries to be made with the P.M.’s and driver.
• Prior to the start of each project, make sure the Foreman has the following:

1. • Name and address of the nearest hospital or clinic and their phone numbers.
   • Map to the facility.
   • When a gang box is required on site verify with driver that the following paperwork is included.
     • OSHA log
     • Fireman’s Fund information: Supervisor’s first report of injury forms
     • Current Hazardous Communication Policy
     • Tool Box Safety Attendance Forms

Verify that the Foreman understands each of the following forms

• Employee Data Sheet
• Illegal Substance Abuse Policy
• W-4 Forms
• I-9 form (which pieces if identification are required)

• Maintain Toolwatch, Inventory all tools and coordinate.
• Obtain estimates and authorize repair of all construction tools to keep in working order.  Always ensure adequate stock of power tools and project upcoming project demands to ensure timely purchase and procurement of necessary tools to the field.
• Maintain and update Nextel system.
• Code and approve Installation Department invoices. Notify Operations Manager / General Superintendents of any discrepancies or unknown invoices immediately.
• Code and approve Installer’s investment reports.  Reports over $100 require Operations Managers approval.
• Maintain Installers personnel files.  Develop a system to maintain and track Journeyman Carpenters with contact phone numbers.
• Hire installers as required by Operations Manager, General Superintendent, or Lead Foreman.
• Lay-off Checks to the installers as requested by the Foreman.
• Division Affirmative Action Program for Construction Division projects.

Safety Responsibilities

• Promote a positive atmosphere for safety excellence committed to the Safety Promise.
• Developing and issuing the safety project files for all projects, including: SDS sheets, safety training records and certification, worker’s compensation clinic information, emergency phone numbers and required postings.
• Distribute OSHA-300A summary sheets annually.
• Track and assist in field related incidents and injuries.
• Order and distribute personal protection equipment.
• Maintain prescription safety glasses program.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing or activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

Preferred Qualifications (in addition to minimum qualifications)

Education/Experience

• Some technical school or field experience

Knowledge/Skills

• Microsoft Office knowledge

Minimum Qualifications

Education/Experience

• High School Diploma or equivalent or at least two years experience in the industry

Knowledge/Skills

• Analytical and problem solving skills
• Strong written and verbal communication skills
• Strong organizational and time management skills

Customer Service Skills: 

• Demonstrates commitment to deliver outstanding service – both with internal and external customers  
• Takes ownership to personally resolve customer problems (or find someone who can)  
• Listens well, asks clarifying questions, and checks for agreement with customers  
• Committed to following-up with customers in all instances in a timely manner  
• Strong sense of accountability - ensures that you will do what you say that you are going to do  
• Creates a personal connection with customers – smiles, warm greetings, acts friendly and respectful 
• Positive attitude 

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