Administrative Coordinator with AIS Infrastructure

ABOUT

The AIS Infrastructure Group consists of four civil/vertical construction companies. Our services include infrastructure improvement, heavy civil construction, vertical construction, site development for government and state agencies and private enterprise across the United States.

GENERAL POSITION SUMMARY

The Administrative Coordinator is responsible for providing administrative support and coordination for AIS Infrastructure projects. This position plays a crucial role in ensuring the smooth execution of construction and industrial services projects. The Administrative Coordinator must possess a strong knowledge of administrative tasks and procedures and adhere to AIS Infrastructures safety standards and protocols.

MAJOR DUTIES & RESPONSIBILITIES

• Coordinate and schedule meetings, appointments, and project-related activities.

• Assist with the preparation, editing, and distribution of project documentation and reports.

• Maintain and organize project files, records, and documentation in both physical and electronic formats.

• Prepare and process project-related invoices, purchase orders, and expense reports.

• Assist with project logistics, including equipment and material procurement and coordination.

• Setup and utilize daily and month end procedures to properly track all invoices and purchase orders to ensure accurate and compliant financial information as related to shop and equipment department

• Ensure purchasing system is being used correctly with authorized completed purchase orders and signed package slips. Work with vendors and employees to ensure they know the correct procedure

• Work with Equipment Manager to set up and follow yearly budget. Develop and follow procedures to stay in budget

• Maintain equipment files and provide component costing

• Setup and maintain equipment utilization information per company software system

•Work with Equipment Manager to develop dispatch procedures, equipment repair sheets, and other daily procedures to streamline maintenance department and provide accurate paperwork in a timely manner

• Perform other duties as needed and work as a team with other employees

EDUCATION, KNOWLEDGE, SKILLS & ABILITIES

• Successful Applicant must be eligible to work on a military base and be able to pass the required background check.

• High school diploma or equivalent (associates degree preferred).

• 2 years of experience in an administrative support role (construction or industrial services industry experience is a plus).

• Equipment dealer experience in Telematics, and service work order reviews (preferred)

• Experience using Vista Viewpoint (preferred)

• Equipment 360 & dispatch experience (preferred)

• Strong attention to detail and accuracy.

• Proficient in using office software and tools such as Microsoft Office Suite (Word, Excel, PowerPoint), project management software, and document management systems.

• Effective written and verbal communication skills.

• Ability to prioritize and multitask in a fast-paced environment.

BENEFITS

We are dedicated to our employees wellbeing and believe that every one of our employees has the right to work in an environment that is safe, welcoming, and inclusive. Because of this, we offer a competitive salary and comprehensive benefits package that includes:

· Medical, Dental, Vision

· 401k with a Discretionary Company Match & 100% Immediate Vesting (for eligible employees)

· Company Paid Life and AD&D policy. (Voluntary Buy-up options)

· Short & Long-Term Disability

· Paid Time Off (PTO)

· Paid Holidays

· AND MORE!

HISTORY

AIS Infrastructure is a wholly owned operating company of ASRC Industrial (AIS). AIS was founded in 2016 by Arctic Slope Regional Corporation (ASRC), an Alaska Native Corporation (ANC) established under the Alaska Native Claims Settlement Act of 1971. As part of an ANC, AIS Infrastructure is a Minority Business Enterprise. Their AIS BCSS group is also a certified 8(a) business, offering further contracting advantages to government agencies. These designations help clients meet their diversity spending objectives, while also providing sustainable returns for 13,600 Iñupiat shareholders.

EEO Statement:

AIS Infrastructure affords equal opportunity in employment to all individuals regardless of race, color, religion, sex, sexual orientation, gender identity, age, national origin, pregnancy, familial status, disability status, veteran status, citizenship status, genetic information or any other characteristic protected under Federal, State or Local law. AIS Infrastructure is an Equal Opportunity Employer.