Site Office Coordinator

The Site Office Coordinator is responsible for coordinating and supporting the day-to-day administrative operations of our office. This position serves as a central point of coordination for office activities, documentation, reporting, administrative staff, and communication between field personnel, site leadership, and Safety Worxs management.

The goal is to maintain an organized and efficient office environment, ensure required information and documentation are collected and processed accurately and timely, coordinate administrative priorities, and provide day-to-day guidance to administrative personnel assigned to the project.

This is a hands-on role for a proactive self-starter who enjoys being in the middle of the action. You'll personally handle day-to-day administrative work while also guiding and supporting a small admin team. With a friendly, service-minded approach, you'll often be the first face field employees see each morning.

Schedule: Monday–Friday, starting at 6:00 AM

Responsibilities:

• Coordinate and oversee the daily administrative operations of the project office to support efficient site operations.
• Organize daily office priorities, assignments, and workflows based on project and site needs.
• Work alongside and provide day-to-day guidance, training, and support to administrative staff assigned to the project.
• Serve as a primary administrative point of contact for field personnel, project leadership, and other internal departments.
• Collect, track, review, and submit safety, workforce, and operational data using Microsoft Excel and applicable company or client systems.
• Review safety documentation, reports, and other project paperwork for completeness and accuracy before submission.
• Maintain organized and up-to-date electronic and physical records in accordance with company and project requirements.
• Track and report daily employee and contractor headcounts and other workforce information as required.
• Follow up with field personnel and supervisors to obtain missing or incomplete documentation and information.
• Support employee and contractor badging and site-access activities as needed, including assisting with required documentation, coordinating badge-related requirements, tracking badge status, and communicating with employees, management, and client representatives regarding access needs.
• Prepare routine reports, spreadsheets, trackers, and other administrative records for project leadership.
• Coordinate internal meetings, safety training sessions, orientations, and team briefings.
• Assist with preparing training materials, presentations, sign-in sheets, and supporting documentation.
• Maintain office supply inventory and coordinate purchasing, deliveries, and vendor needs in accordance with company procedures.
• Support the onboarding of new employees assigned to the project, including explaining office procedures, documentation requirements, reporting processes, and administrative workflows.
• Identify opportunities to improve administrative processes, organization, recordkeeping, and reporting efficiency.
• Perform other administrative and project-support duties as assigned.

Qualifications:

• Bilingual in English and Spanish (required).
• Minimum of 3 years of experience in office administration, office management, project administration, or a related role.
• Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced project environment.
• Strong attention to detail and commitment to maintaining accurate documentation.
• Proficiency with Microsoft Office, particularly Microsoft Excel, Outlook, Word, and Teams.
• Strong written and verbal communication skills.
• Ability to communicate professionally with employees, supervisors, management, clients, and vendors.
• Proactive, hands-on work style with a positive attitude and strong customer service skills.
• Able to reliably start work at 6:00 AM.

Preferred:

• Experience supporting construction, safety, industrial, manufacturing, or project-site operations.
• Familiarity with OSHA documentation, safety reporting, or site safety programs.

Work Environment

This position is primarily performed in an office environment located at an active construction site. The employee may occasionally be required to enter construction areas and must comply with all applicable site safety requirements and personal protective equipment requirements.

Benefits:

• Full-time
• Employer-paid medical coverage
• Dental and vision insurance available
• Short-Term and Long-Term Disability benefits available
• 401k at 4% company match
• $25 – $30 per hour, based on experience