Project Site Coordinator - Onsite

Title: Project Site Coordinator - Onsite

Mandatory skills:

Microsoft Teams, Excel, Word, PowerPoint, Outlook, SharePoint,
SAP, Calendar, Forms, Reiwa, Ariba,
ECM, Document Management System, Bluebeam, Blueprint viewing,
ServiceNow IT Ticketing System, Windows, PC, iPad, iPhone,
administrative task, office operations, office supplies, office environment,
construction management, project management, document management,
site management, site requirements, site support, site meetings,
SAP Ariba purchasing program, inventory,
business process, table, charts, databases, filing systems, archives, material supplies,
electronic format, hard copy format, documentation services, housekeeping, warehouse,
Business Mobility, Global Mobility, Travel Coordination, Project Construction, Commissioning,
OSHA 10 Certification

Description:

What You Would Do:
The Project Site Coordinator directly supports the Site Manager and the site team in office operations and a range of administrative tasks; reporting hierarchically to the Site Manager and functionally to the Team Leader for the client.

Administration & Operations:
Welcome site visitors and prepare them for the site requirements.
Onboarding & Offboarding of short-term and long-term assigned project team members.
Compiling weekly reports, taking and distributing meeting minutes, and updating presentations as needed.
Craft and distribute communications as needed: emails, reports, text messages, etc.
Maintain accurate documentation of the site team list, support client with docu-mentation of certifications and emergency contacts.
Attend and participate in Project Site Coordinator and Site Support Team specific meetings.
Order office supplies and snacks via SAP Ariba purchasing program.
Upload documents into SharePoint drives and document management programs as needed.
Attend site meetings; take and distribute minutes of meetings and track the progress of the defined actions items.
Track site personnel timesheets and working hours. Maintain a track record with table and charts of this information and share with required departments in the business
Keep an updated record of the client personnel on site.
Implement the business processes and engage with other team members in the continuous improvement of processes and procedures.
Maintain records/databases/filing systems/archives, in electronic and/or hard copy format as requested.
Send/receive parcels and documents, primarily via FedEx.
Work directly with Business Mobility, Global Mobility, Travel Coordinators, Project Construction & Commissioning Managers, and the respective corporate relocation services to ensure team members are provided with housing, transportation, and documentation services as needed.
Regular contact, as required and authorized, with local suppliers and contractors, including housekeeping, warehouse staff, and security.
Control and track the inventory of office material supplies, shared technology, and the availability of Personal Protective Equipment (PPE) for site visitors.
Organize all team activities, events, and outings.
Foster a respectful office environment that honors the diversity of our client project teams.

Technology Used:
Microsoft
Teams
SharePoint
Excel
Word
PowerPoint
Outlook Mail and Calendar
Forms
SAP
Reiwa (for time entry)
Ariba (for ordering supplies)

Extended ECM Document Management System
Bluebeam Blueprint viewing
ServiceNow IT Ticketing System
Windows based PC
iPad + iPhone

Must Have Requirements:
5 years+ of proven experience in administrative tasks, preferably in a construction or project management focused environment.
Exceptional written and verbal communication skills to effectively interact with team members, suppliers, and contractors.
Strong organizational abilities to collect, organize, and maintain records, reports, and documentation accurately.
High level of attention to detail to ensure accuracy in tracking personnel timesheets, working hours, and other administrative tasks.
Demonstrated capability to manage multiple tasks simultaneously and prioritize effectively in a fast-paced environment.

Certifications Needed: OSHA 10 Certification (course will be provided if necessary)

VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.

Contact Details :

VIVA USA INC.
3601 Algonquin Road, Suite 425
Rolling Meadows, IL 60008