Office Coordinator (Idaho)

Joseph J. Albanese, Inc. is seeking an Office Coordinator at Joseph J. Albanese’s Idaho office, who will serve as a central point of administrative support for field and office operations. Reporting to the General Manager, the Office Coordinator is responsible for managing essential functions, including procurement, employee onboarding, expense reporting, equipment logistics, and facilitating communication between Idaho staff and Bay Area departments. Voted “Best Places to Work” for the past 7 years in a row, JJA is a dynamic, fun environment with significant career opportunities to further grow and develop professionally.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Serve as the primary point of contact for office inquiries and visitors.

Handle incoming and outgoing correspondence, including mail, emails, and phone calls.

Coordinate schedules, meetings, and appointments for project managers and staff.

Maintain office supplies and equipment, ensuring inventory is stocked and functional.

Purchase Order Management: Initiate, track, and maintain purchase orders (POs) in accordance with company policies.

Invoice Processing: Approve and phase invoices derived from POs, ensuring accuracy and timely submission.

Concrete Ordering: Place and monitor concrete orders for ongoing field projects.

Dispatch Board Maintenance: Create and maintain job magnets and employee magnets for the dispatch board to optimize workforce allocation.

Employee Onboarding: Coordinate onboarding procedures for new employees, including preparation and collection of required documentation.

Equipment Coordination: Oversee the distribution, tracking, and inventory of essential equipment such as phones, gas cards, computers, and iPads.

Field Expense Reporting: Proxy expense reports for field employees, verifying compliance and timely completion.

Employee Communication Liaison: Facilitate and direct employee communications to appropriate Bay Area contacts for HR, Insurance, IT, and Payroll matters.

Travel Arrangements: Book and manage travel accommodation for employees as required for operational needs.

NOTE: These duties listed are meant to describe the general scope of the work. Other duties may be assigned based on business needs within the organization.

QUALIFICATIONS: 

High school diploma or equivalent; associate’s or bachelor’s degree preferred.

Previous administrative experience, ideally in construction or a related industry.

Strong organizational and multitasking abilities.

Excellent written and verbal communication skills; English - Spanish bilingual a plus.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office equipment.

Ability to work independently and as part of a team.

Attention to detail and problem-solving skills.

OTHER:

General work environment – sitting for long periods, standing, walking, typing, bending.

Occasional lifting of up to 20 lbs.

WHY JOIN JJA

Joseph J. Albanese is a family-owned construction business established and based in Santa Clara, California since 1955. With approximately 1000 employees the company has been instrumental in developing Silicon Valley by performing site / structural concrete, demo, grading, and paving for many of the outstanding projects in Northern California. Our core values of Safety, People, Quality, and Truth! JJA utilizes BIM and other cutting-edge technology to verify constructability and to communicate complex project geometries to field professionals. We offer competitive pay and benefits. See some of our highlighted projects on our website at www.jjalbanese.com.

Joseph J. Albanese, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.