Administrative Coordinator

Job Title: Administrative Coordinator Industry: Utility Construction Location: Pittsburgh, PA Job Type: Full-Time Position Overview:

We are a family owned utility contractor based in Pittsburgh and seeking a highly organized and detail-oriented Administrative Coordinator to support our construction operations. This role is responsible for ensuring the smooth day-to-day administrative functions of the office, with a focus on accounts payable, accounts receivable, and human resources support. The ideal candidate will be proactive, adaptable, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities:

Accounts Payable & Accounts Receivable

- Process vendor invoices, verify accuracy, and ensure timely payment.

- Reconcile vendor statements and resolve discrepancies.

- Prepare and send customer invoices in coordination with project managers.

- Monitor receivables and follow up on past due accounts.

- Maintain accurate financial records and assist with month-end closing procedures.

- Enter accounting data into company software systems

Human Resources Support

- Assist in onboarding new employees, including documentation, background checks, and benefits enrollment.

- Maintain employee records and ensure compliance with labor laws and company policies.

- Help manage safety documentation, training records, and compliance files.

- Setup company-owned electronic devices for employee use (iPhones, iPads, computers)

General Administrative Duties

- Maintain organized filing systems for both paper and digital records.

- Order office and field supplies and manage inventory.

- Coordinate with project managers and field staff to ensure smooth communication and document flow.

- Support management with various tasks and special projects as needed.

Qualifications:

- 2+ years of administrative experience, preferably in the construction industry.

- Proficient in Microsoft Office Suite (Word, Excel, Outlook).

- Tech savvy and ability to adapt to new software system

- Familiarity with construction accounting software (e.g., QuickBooks, Foundation) is a plus.

- Strong understanding of basic accounting principles and HR practices.

- Excellent written and verbal communication skills.

- Ability to handle confidential information with integrity.

- Strong organizational skills and attention to detail.

Benefits:

- Competitive salary based on experience.

- Health, dental, and vision insurance.

- Paid time off and holidays.

- Pension plan

- Opportunities for career growth and advancement.

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

- Dental insurance

- Health insurance

- Paid time off

- Retirement plan

- Vision insurance

People with a criminal record are encouraged to apply

Ability to Commute:

- Pittsburgh, PA 15224 (Required)

Ability to Relocate:

- Pittsburgh, PA 15224: Relocate before starting work (Required)

Work Location: In person