Veneklasen Construction
Administrative Coordinator
Veneklasen Construction, Grand Rapids, Michigan, us, 49528
Job Type
Full-time
Description
Position Title:
Administrative Coordinator
Department:
Operations
About Our Company
Veneklasen Construction, a family-owned company, based in Grand Rapids, Michigan, has been a leading force in the construction industry since 1976. With a steadfast commitment to excellence, we prioritize customer satisfaction, employee well-being, community engagement, and environmental stewardship. Our dedication to these values has continued to earn us recognition as one of West Michigan's Best and Brightest Companies, along with national acclaim as a Best and Brightest Company. As a medium-sized general contractor, we have built a solid foundation in Michigan while expanding our presence across the nation, driven by our relentless pursuit of quality and integrity.
Position Summary
Join our dynamic team at Veneklasen Construction as Administrative Coordinator. In this role, you will play a pivotal part in providing comprehensive administrative support to ensure the efficient operation of the office. While also serving as a resource to Senior Management by providing personalized assistance in a well-organized and timely manner. This role involves handling a variety of tasks related to organization and communication, including managing schedules, coordinating meetings, and assisting with project management. The Administrative Coordinator is a key point of contact for internal and external stakeholders and ensures that all administrative functions are carried out accurately and in a timely manner. We are seeking individuals who have excellent organizational skills, attention to detail, an ability to handle sensitive information with discretion and are eager to contribute to our mission of excellence in construction.
Contacts
Frequent contact with management, vendors, professional service providers, clients, project managers and members of the public.
Functions, Duties and Responsibilities
Administrative Support:
Handle incoming calls, emails, and other communications, ensuring timely and appropriate responses.Proactive awareness of expected guests. Greet and welcome visitors/ guests and take them to theassigned meeting spaceOrganize and tidy up community/ shared office spaces (i.e. kitchen, meeting rooms, work room with copiers, storage rooms, etc.)Sets up and breaks down meeting rooms pre- and post-meetingsPerforms updates in construction management software and assists Project Managers with data entry, updating safety inspections, distributing toolbox talks, etc.Coordinate and schedule safety meetings and training.Assist new hires with locating office supplies, desk phones, directories, and other general office informationManage company directories, distribution lists, PTO calendar, and meeting room calendarsManage daily incoming and outgoing mailManage birthday and anniversary recognitionManage calendars and schedule meetings, appointments, and travel arrangements for executives and team members.Prepare and edit correspondence, reports, presentations, and other documents.Manage copier/ plotter leases, supplies, etc. and coordinate any support needs.Other duties as assigned.Administrative Processes:
Develop and implement administrative processes and procedures to improve efficiencyEnsure compliance with company policies and proceduresOffice Coordination:
Oversee office supplies inventory and place orders as neededMaintain organized filing systems, both electronic and paperMeeting and Event Coordination:
Arrange and coordinate meetings, conferences, and events including booking venues, organizing catering, and preparing materials; prepare agendas, distribute materials, and arrange logisticsTake and record meeting minutes, distribute/track action items, and follow up on progress to ensure completionExecutive & Project Assistance:
Assist in the planning and execution of various projects, ensuring deadlines are met and tasks are completedConduct research, compile data, and prepare reports for management as neededServes as the point of contact between the executives and internal/external clientsMaintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travelProvides historical reference by developing and utilizing filing and retrieval systems, record meeting discussionsAssists CEO and President with expense reports, contact lists, company vehicle maintenance, and other misc. tasksPrepares and edits correspondence, reports, presentations, and other documents as requiredExecuted periodic special ad hoc requestsCommunication & Liaison:Serves as a point of contact for internal and external stakeholders, providing excellent customer serviceFacilitates effective communication within the team and across departmentsCore Competencies
Accountability (Personal) - Takes personal responsibility for outcomes.Adaptability/Flexibility - Agility in adapting to change.Planning & Organizing - Establishes appropriate goals and priorities to accomplish objectives.Self-Management (Time and Priorities) - Actively engages in the process of taking responsibility for own performance.Why Join Us
At Veneklasen Construction, we offer more than just a job - we provide a rewarding career path with numerous opportunities for growth and development. As part of our team, you'll thrive in a supportive work environment that fosters collaboration and inclusivity. We offer ongoing training, professional development, and a culture that values work-life balance. Our comprehensive benefits package includes medical, dental, and vision insurance, a 401k plan with up to a 3.5% match, profit sharing, paid holidays, and more. If you're looking for a fulfilling career in construction with a company that values integrity, superior service, safety, and teamwork, Veneklasen Construction is the place for you.
Requirements
Education, Experience and Knowledge
Associate or bachelor's degree or equivalent in Business Administration, Office Management, or a related field is preferred, but not requiredAt least 3 years of experience in an administrative role, preferably in a similar capacityProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).Strong organization, time management, active listening, comprehension, critical thinking and reasoning, and oral and written expression skillsStrong written and verbal communication abilities.Ability to multitask and prioritize tasks in a fast-paced environment.Attention to detail and problem-solving skills.Professional demeanor and ability to maintain confidentiality.Strong interpersonal skills and ability to work effectively with diverse teams.Self-motivated and able to work independently with minimal supervision.
(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is illustrative ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. It does not imply that all positions within the class perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned.)
Full-time
Description
Position Title:
Administrative Coordinator
Department:
Operations
About Our Company
Veneklasen Construction, a family-owned company, based in Grand Rapids, Michigan, has been a leading force in the construction industry since 1976. With a steadfast commitment to excellence, we prioritize customer satisfaction, employee well-being, community engagement, and environmental stewardship. Our dedication to these values has continued to earn us recognition as one of West Michigan's Best and Brightest Companies, along with national acclaim as a Best and Brightest Company. As a medium-sized general contractor, we have built a solid foundation in Michigan while expanding our presence across the nation, driven by our relentless pursuit of quality and integrity.
Position Summary
Join our dynamic team at Veneklasen Construction as Administrative Coordinator. In this role, you will play a pivotal part in providing comprehensive administrative support to ensure the efficient operation of the office. While also serving as a resource to Senior Management by providing personalized assistance in a well-organized and timely manner. This role involves handling a variety of tasks related to organization and communication, including managing schedules, coordinating meetings, and assisting with project management. The Administrative Coordinator is a key point of contact for internal and external stakeholders and ensures that all administrative functions are carried out accurately and in a timely manner. We are seeking individuals who have excellent organizational skills, attention to detail, an ability to handle sensitive information with discretion and are eager to contribute to our mission of excellence in construction.
Contacts
Frequent contact with management, vendors, professional service providers, clients, project managers and members of the public.
Functions, Duties and Responsibilities
Administrative Support:
Handle incoming calls, emails, and other communications, ensuring timely and appropriate responses.Proactive awareness of expected guests. Greet and welcome visitors/ guests and take them to theassigned meeting spaceOrganize and tidy up community/ shared office spaces (i.e. kitchen, meeting rooms, work room with copiers, storage rooms, etc.)Sets up and breaks down meeting rooms pre- and post-meetingsPerforms updates in construction management software and assists Project Managers with data entry, updating safety inspections, distributing toolbox talks, etc.Coordinate and schedule safety meetings and training.Assist new hires with locating office supplies, desk phones, directories, and other general office informationManage company directories, distribution lists, PTO calendar, and meeting room calendarsManage daily incoming and outgoing mailManage birthday and anniversary recognitionManage calendars and schedule meetings, appointments, and travel arrangements for executives and team members.Prepare and edit correspondence, reports, presentations, and other documents.Manage copier/ plotter leases, supplies, etc. and coordinate any support needs.Other duties as assigned.Administrative Processes:
Develop and implement administrative processes and procedures to improve efficiencyEnsure compliance with company policies and proceduresOffice Coordination:
Oversee office supplies inventory and place orders as neededMaintain organized filing systems, both electronic and paperMeeting and Event Coordination:
Arrange and coordinate meetings, conferences, and events including booking venues, organizing catering, and preparing materials; prepare agendas, distribute materials, and arrange logisticsTake and record meeting minutes, distribute/track action items, and follow up on progress to ensure completionExecutive & Project Assistance:
Assist in the planning and execution of various projects, ensuring deadlines are met and tasks are completedConduct research, compile data, and prepare reports for management as neededServes as the point of contact between the executives and internal/external clientsMaintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travelProvides historical reference by developing and utilizing filing and retrieval systems, record meeting discussionsAssists CEO and President with expense reports, contact lists, company vehicle maintenance, and other misc. tasksPrepares and edits correspondence, reports, presentations, and other documents as requiredExecuted periodic special ad hoc requestsCommunication & Liaison:Serves as a point of contact for internal and external stakeholders, providing excellent customer serviceFacilitates effective communication within the team and across departmentsCore Competencies
Accountability (Personal) - Takes personal responsibility for outcomes.Adaptability/Flexibility - Agility in adapting to change.Planning & Organizing - Establishes appropriate goals and priorities to accomplish objectives.Self-Management (Time and Priorities) - Actively engages in the process of taking responsibility for own performance.Why Join Us
At Veneklasen Construction, we offer more than just a job - we provide a rewarding career path with numerous opportunities for growth and development. As part of our team, you'll thrive in a supportive work environment that fosters collaboration and inclusivity. We offer ongoing training, professional development, and a culture that values work-life balance. Our comprehensive benefits package includes medical, dental, and vision insurance, a 401k plan with up to a 3.5% match, profit sharing, paid holidays, and more. If you're looking for a fulfilling career in construction with a company that values integrity, superior service, safety, and teamwork, Veneklasen Construction is the place for you.
Requirements
Education, Experience and Knowledge
Associate or bachelor's degree or equivalent in Business Administration, Office Management, or a related field is preferred, but not requiredAt least 3 years of experience in an administrative role, preferably in a similar capacityProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).Strong organization, time management, active listening, comprehension, critical thinking and reasoning, and oral and written expression skillsStrong written and verbal communication abilities.Ability to multitask and prioritize tasks in a fast-paced environment.Attention to detail and problem-solving skills.Professional demeanor and ability to maintain confidentiality.Strong interpersonal skills and ability to work effectively with diverse teams.Self-motivated and able to work independently with minimal supervision.
(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is illustrative ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. It does not imply that all positions within the class perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned.)