Administrative Specialist (JOC)

Position Overview

This role provides dedicated administrative support to a construction project management team operating under a Job Order Contracting (JOC) program. The JOC Program Coordinator plays a critical role in day-to-day coordination documentation scheduling and communication across multiple active construction work orders. The position is fully on-site and supports real-time collaboration with project managers contractors and facilities staff.

Core Responsibilities

Program & Project Support

• Provide daily administrative support to project managers across the JOC program

• Track organize and maintain project documentation including work orders proposals schedules approvals and correspondence

• Maintain organized electronic and hard-copy filing systems for contracts reports and project records

• Assist with data entry and tracking of activity across multiple concurrent work orders

• Maintain confidentiality of sensitive facility operational and project information

• Coordinate invoice routing tracking and submission

• Support purchase order documentation and approval workflows as requested

Scheduling & Coordination

• Schedule and coordinate meetings with project teams contractors vendors and stakeholders

• Prepare meeting agendas record notes and distribute follow-up items

• Manage on-site meeting logistics including conference rooms materials and attendance

• Support smooth workflow coordination between facilities staff contractors and project managers

Reporting & Documentation

• Compile format and distribute reports on JOC activity project status and performance metrics

• Track timelines deliverables and financial or status summaries as requested

• Ensure all reports and documentation are accurate complete and submitted on time to leadership or client representatives

Communication & Stakeholder Interface

• Serve as the administrative point of contact for JOC program inquiries

• Communicate professionally with contractors consultants and internal stakeholders

• Ensure consistent timely information flow between the project team and supporting departments

On-Site Presence

• Be present in the office throughout the work week to support in-person collaboration

• Provide direct real-time support to project managers and leadership as issues arise

• Assist with walk-ins document reviews and coordination that cannot be handled remotely

Skills & Experience

• 36 years of experience in an administrative or coordination role; background in construction facilities or engineering preferred

• Strong organizational skills with high attention to detail

• Ability to manage multiple priorities in a fast-paced deadline-driven environment

• Proficiency in Microsoft Outlook Word Excel and Teams

• Comfortable learning and navigating client-specific systems portals and documentation platforms

• Professional written and verbal communication skills

What Makes This Role Different

• Direct involvement in construction project workflows not general office administration

• Ongoing coordination with project managers contractors and facilities teams

• Regular handling of JOC-specific documentation invoices and reporting

• On-site presence that is critical to day-to-day execution in an active construction environment