Administrative Coordinator

Champion Your Future with Tarkett Sports and Beynon Sports!  Build your career with a world leader in sports construction and surfacing.   We are seeking an Administrative Coordinator to support our team at Beynon Sports , an industry leader in the design, manufacture, and construction of world-class running tracks. Beynon partners with schools, universities, municipalities, and professional athletic organizations across the U.S. and internationally. With every project, our goal is the same: to deliver exceptional surfaces that inspire champions.  The Administrative Coordinator we are looking for is a highly organized, detail-oriented, and proactive individual who will provide administrative and operational support within a fast-paced construction environment . Reporting to the Regional Vice President of Operations, this is an o n-site position based in the Fresno office.    The role works closely with Operations, Sales, Project Management, Finance, and external customers, contractors, and vendors to coordinate contracts and project documentation, support compliance requirements and job-site logistics, maintain accurate records, and help keep projects and day-to-day office operations running smoothly. The ideal candidate is dependable, resourceful, adaptable, and comfortable managing multiple priorities while working both independently and collaboratively across teams. The role requires regular interaction with employees, customers, vendors, contractors, and visitors and may involve the occasional movement of office materials or supplies. The employee must be able to perform the essential functions of the position with or without reasonable accommodation.   Beynon Sports is part of Tarkett Sports. Born from an entrepreneurial spirit and driven to find better solutions, we challenge the status quo and continue to change the game for athletes and facility owners—pioneering innovations that have reshaped entire industries.  Our team is made up of the most experienced and knowledgeable experts in the field.  From architectural design and full-scope construction to a comprehensive portfolio of industry-leading sports surfacing solutions, we lead with passion, pride, and purpose.  Trusted at every level, from professional stadiums to local community venues, Tarkett Sports is at the surface of over 80,000 installations – highlighted by projects in NFL, CFL, MLS, and at renowned NCAA division I programs.     Join the team behind renowned names like FieldTurf, Beynon Sports, ClassicCourt, GrassMaster, Tarkett Sports Indoor and Tarkett Sports Construction. Help us build the next world-class venue.  What you’ll do:   Contract & Project Administration    Partner with Sales and Project Managers.   Coordinate the contract execution process, including obtaining signatures, tracking approvals, maintaining contract checklists, and ensuring fully executed agreements are properly filed.   Maintain organized electronic contract and project files and update contract management and business systems with accurate information.   Track key contract dates, milestones, renewals, expirations, and other contractual obligations.   Assist with contract-related questions, compliance issues, project matters, and dispute resolution by coordinating with Legal and appropriate internal stakeholders.   Support subcontractor invoices, payments, releases, and other administrative requirements as needed.   Logistics Job Coordination    Order equipment for job sites and schedule deliveries with crew foremen   Maintain equipment log with timely call-offs   Hotel/Lodging Reservations   Ensuring Proper Coding and Billing for Hotel and Equipment   Coordination of weekly safety Toolbox meetings. Provide Topics and Collection of    Assist in material tagging, inventory, and shipping documentation   Filing Timely Labor Compliance Documents (DAS142)   Compliance, Insurance & Bond Administration    Coordinate project-specific contract and subcontract compliance documentation in accordance with contractual, legal, and regulatory requirements.   Collect, track, and maintain labor compliance documentation, certified payroll, subcontractor records, close-out documents, and other required project paperwork.   Coordinate required bonds, certificates of insurance, insurance renewals, and OCIP/CCIP enrollments.   Monitor outstanding compliance documentation and communicate requirements and deadlines to Project Managers, Sales, subcontractors, and other stakeholders.   Maintain awareness of applicable California and West Coast labor, contract, insurance, and compliance requirements.   Office & Administrative Coordination    Serve as a professional first point of contact for visitors, customers, vendors, drivers, and employees by answering, screening, and directing telephone calls and assisting visitors.   Maintain a welcoming, organized, and professional reception and office environment.   Provide general administrative support, including correspondence, filing, document preparation, transmittals, labels, scanning, copying, and electronic file management.   Sort and distribute incoming mail and coordinate outgoing shipments and deliveries, including UPS and other carriers.   Prepare and coordinate marketing materials, samples, brochures, presentation materials, and client packages for Sales and other departments.   Assist with annual file organization, retention, and purging in accordance with company requirements.   Provide administrative support for special projects and other duties as assigned.   Systems & Recordkeeping    Maintain accurate records and data within systems such as SAGE, Microsoft Office, contract databases, and shared drives.   Ensure documents are accurately scanned, uploaded, organized, and readily accessible.   Track outstanding items and follow up with internal and external parties to ensure timely completion.   Prepare routine reports, cor