Perks of joining ColonialWebb
Competitive pay of $26-35/hr
Career development and progression
401(k) plan with company match
PTO and paid holidays
Excellent medical, dental, life, vision and disability benefits
Employee Assistance Program
Employee referral incentives
A Day in the life
Administrative Responsibilities
Manage calendars for the President of Construction and VP of Construction Operations, including scheduling, rescheduling, prioritization, and protection of focus time.
Coordinate construction-specific meetings, including scheduling, attendee coordination, room and technology logistics, agendas, materials, and follow-up.
Prepare and process weekly expense reports, including receipt collection, review, and validation of cost-center information.
Coordinate domestic travel accommodations, including transportation, lodging, itineraries, and changes as needed.
Plan and coordinate business-unit celebration dinners, team events, and related logistics.
Coordinate registrations for conferences, golf tournaments, charity events, and similar activities.
Provide administrative support to additional director-level Construction leaders as assigned and as capacity allows.
Support the Executive Assistant to the COO/CEO with defined administrative or coordination tasks as needed, particularly during high-volume periods, leadership-team activities, or shared company events.
Business Operations Support
Support new-hire coordination from offer acceptance through the employee’s first weeks, including meeting scheduling, desk and equipment readiness, welcome communications, and coordination with relevant internal partners.
Coordinate promotion-related activities with department leaders, communicate employee promotions, and facilitate follow-up updates such as business card orders, estimating form revisions, organizational updates, and other role-related changes.
Manage construction device coordination, including Verizon Wireless account and device administration, new device deployments, replacement cell phones and tablets, and related tracking.
Maintain department calendars, planning cycles, and recurring deadlines.
Coordinate department communications and organizational updates with appropriate leaders and internal partners.
Maintain team organizational charts, including updates in Microsoft Teams and Workday.
Maintain department templates, forms, contact lists, and shared documentation.
Process Documentation and Repeatability
Find existing process documentation and determine whether it is current, accessible, and usable.
Create or update straightforward process documentation, checklists, trackers, and reference materials for recurring work.
Maintain documentation in the appropriate shared location and help ensure the right stakeholders know where to find it.
Escalate repeated or unclear work to the Executive Assistant / functional manager for broader review and potential consistency improvements.
What We’re Looking For
We are looking for a dependable, highly organized coordinator who enjoys bringing order to complex schedules, recurring processes, and fast-moving requests. The successful candidate will be comfortable supporting senior leaders, working with confidential information, coordinating across teams, and following details through to completion.
Required Qualifications
Approximately 3 years of experience in executive support, administrative coordination, business operations, project coordination, or a related role.
Experience managing complex calendars, scheduling meetings, coordinating travel, and processing expenses.
Strong written and verbal communication skills, including the ability to communicate professionally with senior leaders and broad employee audiences.
Strong attention to detail and a consistent approach to tracking deadlines, follow-ups, records, and administrative changes.
Ability to manage multiple priorities, adjust to changing needs, and work independently within defined expectations.
Proficiency with Microsoft Office, including Outlook, Excel, Word, PowerPoint, and Microsoft Teams.
Ability to handle confidential employee, financial, organizational, and leadership information with discretion.
Ability to work approximately 30 hours per week with dependable availability aligned to the needs of the Construction organization.
Preferred Qualifications
Experience supporting construction, engineering, field operations, professional services, or another project-driven environment.
Experience with Workday, Verizon Wireless administration, expense-management systems, or organizational-chart tools.
Experience creating or maintaining standard operating procedures, checklists, trackers, forms, or shared team resources.
Associate or bachelor’s degree in business administration, operations, communications, or a related field.
EOE M/W/Disability/Veterans and those with previous military experience are encouraged to apply
