Job Description

The Administrative Coordinator is a vital member of the corporate team, providing comprehensive administrative and operational support to several members of the leadership team. This role requires exceptional organizational ability, a proactive mindset, and strong communication skills to facilitate seamless collaboration, scheduling, and day-to-day coordination across departments. Operating in a dynamic, fast-paced environment, the Administrative Coordinator will be instrumental in ensuring efficient operations and reinforcing a high standard of professionalism throughout the organization.

Essential Duties & Responsibilities

• Coordinate and manage calendars for multiple leadership team members, including scheduling meetings, site visits, and travel.
• Track and communicate upcoming commitments and changes proactively to avoid conflicts and ensure preparedness.
• Support the risk management function by coordinating project-specific builder’s risk policy documentation, tracking corporate insurance policies and renewals, and assisting with the logging and monitoring of insurance claims to ensure timely resolution and documentation.
• Prepare, proofread, and format a variety of documents such as correspondence, reports, presentations, and internal communications.
• Organize and facilitate internal and external meetings, including agenda preparation, attendee coordination, note-taking, and logistical support.
• Compile and submit expense reports and reconcile credit card statements for designated team members.
• Arrange and coordinate travel, accommodations, ground transportation, and site logistics across different schedules and locations.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.
• Provide general office support, including equipment upkeep, supply inventory, and coordination with property management and vendors.
• Support front desk and reception functions as needed, including phone coverage and visitor management.
• Serve as a liaison with internal departments and external stakeholders (e.g., clients, contractors, subcontractors, vendors) to foster clear and timely communication.
• Maintain organized digital and physical filing systems for executive documentation
• Assist with special projects, events, and cross-departmental initiatives that advance business goals and enhance operational efficiency.
• Other duties as assigned.

Knowledge, Experience, and Special Skills Required

• 3–5 years of experience in an administrative or coordinator role, or equivalent, preferably in the construction or real estate industry, supporting senior-level professionals or multiple stakeholders.
• High school diploma or equivalent; associate or bachelor’s degree in business is a plus.
• Exceptional organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with Procore and Bluebeam is a plus.
• Strong attention to detail and ability to manage competing priorities.
• Professional demeanor, discretion, and a high level of reliability

Wage Transparency

In accordance with the Maryland Wage Transparency Law, the base salary range for this position is: $75,000.00 - $90,000.00

Coakley & Williams Construction offers a comprehensive total compensation and benefits package that includes health, dental and vision coverage, employer-matched 401(k), paid time off and holidays, performance-based bonuses, wellness program, and other voluntary benefits and leave types. The determination of salary is based on the candidate’s individual professional experience, qualifications, education, skills, and training.

Job Demands

May be exposed to heavy machinery/equipment, hazardous chemicals and extreme weather conditions. A minimum of 40 hours per week is required. Works hours will vary depending on project specifications, and may involve overtime, weekends and night work.

The above statements are intended to describe the general nature and level of the work required. They are not exhaustive lists of all duties and responsibilities, knowledge, skills, abilities, physical job demands and working conditions associated with the job. Successful candidates will seek additional duties to master.

Coakley & Williams Construction is an Equal Opportunity and Affirmative Action Employer committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to sex, race, color, age, national origin, religion, physical and mental disability, genetic information, marital status, sexual orientation, gender identity/assignment, citizenship, pregnancy or maternity, protected veterans’ status, or any other status prohibited by applicable national, federal, state, or local law. Coakley & Williams Construction promotes a drug-free workplace.

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