Office Coordinator

About Us Summit Line Construction, a subsidiary of Quanta Services, Inc. (NYSE: PWR), is one of North America's premier utility construction companies. Headquartered in Heber City, Utah, we offer powerline and substation construction and maintenance services in a variety of utility markets. Like many Quanta operating companies, Summit Line continues to experience significant growth. As our national operations expand, we seek motivated individuals to join the team! About this Role Company Overview: Summit Line Construction is headquartered in Heber City, Utah with additional Utah locations in Sandy and Provo. You can also find our offices in Northern California, Reno, Las Vegas and Phoenix with project locations across the western region. We offer our team members competitive pay and benefits, rewarding work, growth opportunities, and a constructive and collaborative work environment. Position Overview:  The Office Coordinator supports the Office Manager in executing the daily operations of a regional office at Summit Line Construction. This role contributes to the smooth coordination of administrative tasks, onboarding, scheduling, payroll support, document control, communication, and basic AP/AR functions. The Office Coordinator ensures efficient workflow, compliance with documentation and timekeeping requirements, and timely financial transaction processing in support of project and field teams What You'll Do Key Responsibilities   Administrative & Operational Support   Assist with daily office functions, ensuring administrative tasks are completed accurately and on time.  Maintain organized office supply inventory; reorder materials and coordinate vendor services.  Maintain a safe and organized office environment; schedule maintenance and cleaning services as needed.  Support the Office Manager in preparing operational reports and updates for leadership.  Employee Onboarding & Support   Schedule onboarding meetings, safety orientations, and equipment setups for new hires.  Ensure new hire documents are completed and DOT compliance paperwork is submitted and logged promptly.  Upload all onboarding documentation into HRIS and confirm readiness with field supervision and corporate HR.  Work with the Safety Team to track and validate training completions for all field employees.  Payroll & Timekeeping   Collect and review daily timesheets and crew time entries from field leaders.  Prepare accurate payroll summaries for review by the Office Manager and Payroll Department.  Track and document temporary wage/job changes for union employees.  Scheduling & Calendar Management   Maintain and update the regional calendar for meetings, trainings, events, and key deadlines.  Schedule rooms, travel, and logistics for events; ensure meeting and travel details are confirmed in advance.  Distribute reminders, confirmations, and follow-ups for all scheduled activities.  Client and Stakeholder Communication   Serve as a secondary point of contact for client or vendor inquiries in the Office Manager’s absence.  Draft and distribute internal communications, announcements, and meeting notes.  Provide timely and professional responses that reflect Summit Line’s service standards.  Document Control & Compliance   Organize, file, and upload employee, safety, and project documentation in accordance with compliance standards.  Track documentation deadlines such as certifications, license renewals, and training records.  Assist with document preparation and organization for internal audits and external reviews.  Accounts Payable / Accounts Receivable (AP/AR) Support   Assist with preparing and submitting project-related invoices and billing documents.  Track invoice deadlines and coordinate with project management and AR teams to ensure timely submission.  Code and submit vendor invoices and receipts for AP processing; flag discrepancies as needed.  Maintain tracking logs for outgoing invoices and incoming vendor payments.  What You'll Bring Qualifications    Required Education   Bachelor’s degree in Business, Finance, Information Technology, or a closely related field.  Required Experience   5+ years of experience in business operations, process improvement, reporting/analytics, compliance administration, or a related role.  2+ years of experience leading people and/or cross-functional initiatives (direct supervisory experience preferred).  Demonstrated experience developing and maintaining SOPs/policies, coordinating change management, and delivering measurable process improvements.  Experience building and maintaining business reporting (dashboards, recurring leadership packets, KPI tracking).  Preferred Experience   Experience in construction, utilities, or field-based operations environments.  Familiarity with contractor/customer compliance platforms (e.g., ISNetworld) and document control practices.  Exposure to business systems and tools such as HCSS applications, Procore,D Edwards ERP, SharePoint, Smartsheet, or Salesforce.   Lean, Six Sigma, or similar continuous improvement training/certification (preferred).  Skills & Competencies   Strong analytical and problem-solving skills with the ability to translate data into insights and actions.  Excellent written and verbal communication skills; ability to create clear, usable documentation for technical and non-technical audiences.  High attention to detail with consistent follow-through and ownership mindset.  Effective stakeholder management across corporate and field teams; collaborative, service-oriented approach.  Ability to manage multiple priorities and deadlines in a fast-paced environment while maintaining confidentiality.  Technical Proficiency   Advanced proficiency in Microsoft Excel (data analysis, pivot tables, complex formulas) and Microsoft Office (Word, PowerPoint, Outlook).  Experience creating and maintaining dashboar