Administrative Support Coordinator

Administrative Support Coordinator

Monday-Friday 8:00AM-5:00PM

Role Overview

The Administrative Support Coordinator provides flexible, hands-on support across office administration, workplace upkeep, events, basic recruiting, onboarding, company and employee records, and reporting. This role shifts between priorities as business needs arise and works closely with Human Resources and front desk staff. The position requires strong organization, follow-through, confidentiality, and a willingness to assist wherever needed.

1. General Administrative and Office Support

* Provide administrative support across departments and assist with changing priorities as needed.

* Help maintain clean, organized, and presentable shared spaces, including light cleaning and tidying.

* Upload and maintain company and employee records, including personnel documents, onboarding forms, training records, certifications, and archived files retrieved from storage, in UKG, shared drives, and other required systems.

* Answer and route incoming telephone calls as backup coverage and take accurate messages.

* Provide backup reception coverage when needed by greeting visitors, directing them to the appropriate contact or meeting location, notifying staff of arrivals, and following visitor sign-in procedures.

2. Events, Meetings, and Employee Activities

* Assist with party and event preparation, including supplies, decorations, food coordination, and room readiness.

* Support setup and teardown on event days.

* When needed, prepare meeting rooms, orientation spaces, sign-in sheets, equipment, and presentation materials before scheduled activities.

* Clean and organize event or meeting areas after use.

3. Recruiting and Pre-Employment Support

• Assist with basic recruiting activities, including sourcing qualified candidates, reviewing applications, conducting initial phone screens, and coordinating interviews.
• Track completion of pre-employment drug screens, follow up as needed, and upload completed drug screen results into UKG.
• Assist candidates throughout the onboarding process by tracking required documents, following up on missing information, communicating next steps, and helping ensure onboarding requirements are completed.
• Maintain the New Hire Tracker by updating candidate statuses, tracking outstanding items, and ensuring information is accurate and up to date.

4. New-Hire Processing and Orientation

* Prepare candidates for orientation by confirming required information, documents, drug-screen status, work location, and attendance method.

* Hire approved employees in UKG and enter all required information accurately.

* Send orientation details to employees attending in person.

* For remote employees, send an orientation email with the correct meeting link and instructions.

* Add appropriate safety team members, managers, and remote employees to calendar invitations when required.

* Prepare orientation materials and sign-in sheets, and support the orientation session as needed.

* After orientation, send follow-up information, including the employee survey and other required materials.

* Use the completed orientation sign-in sheet to provide managers with an accurate list of employees who attended orientation.

* Send reporting-instruction emails to employees, including their supervisor's name and contact information.

5. Data, Document, and Records Management

* Keep employee, candidate, and administrative data current across UKG, trackers, shared drives, and other required systems.

* Upload all required documents into each applicable system promptly and accurately.

* Scan, organize, label, and upload archived documents retrieved from storage.

* Verify that records are complete, legible, correctly named, and filed in the appropriate location.

* Maintain confidentiality and follow record-retention, access, and security procedures.

6. Weekly Reports and Ongoing Coordination

* Prepare and distribute required weekly reports for the Construction teams and The Concrete Report.

* Run Human resource reports as requested - any requested reports by departments other than HR needs approval.

Qualifications and Core Competencies

* Strong organization, accuracy, follow-through, and ability to shift between varied assignments.

* Professional written and verbal communication skills.

* Comfort working in HR and administrative systems, including UKG, trackers, shared drives, email, and calendar tools.

* Ability to handle confidential information appropriately.

* Dependable, service-oriented, and willing to assist with both office-based and hands-on tasks.