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Aston Carter Administrator (Construction Industry Expereince) in Portland, Oregon


Administrative Coordinator responsible for collecting and processing contractor-submitted information for construction projects. Ensures all required documentation is attached to work orders, validates permits and pre-requisites are satisfied, and interacts with Power BI dashboards and Tableau reports for accountability and project tracking. Supports program email management, facilitating communication between process owners and stakeholders. Provides general project team support, executing tasks within various internal systems, such as Maximo, internal work order system of record, for efficient task management and data processing. Adaptable role, subject to change with the evolving needs of the program. Clerical Support: 75% • Collect and process contracted submitted forms using Microsoft Forms and Planner • Heavy data entry and task management in work order management and scheduling systems • Validates processing accuracy using dashboards and reports. • Data clean up using dashboards and reports. • Verify work order completion for accounting. Support Management of Group Mailbox: 20% • Review, route and/or process emails for the team • Insert and update work order management tasks associated with acquired information. • Attach documentation acquired via email in a variety of systems. Task Management Process Documentation (5%) • Maintain process instructions for contractor submittal forms • Support training new staff on process instructions Typical day in the role: Processing submittals for a variety of construction milestones, in a variety of data management and scheduling systems. Interactions with internal and external stakeholders in support of processing the submittals. Heavy email and Teams coordination and weekly team and workshopping meetings, to ensure knowledge growth and team cohesion.


Administrative support, microsoft office suite, microsoft excel, rfi, project coordination, project administration, microsoft outlook, process improvement, work orders, Data entry, Clerical, Microsoft, scheduling databases, scheduling coordinating

Top Skills Details:

Administrative support,microsoft office suite,microsoft excel,rfi,project coordination,project administration,microsoft outlook,process improvement,work orders,Data entry,Clerical,Microsoft,scheduling databases,scheduling coordinating

Additional Skills & Qualifications:

2+ years’ experience with data entry and other clerical functions High school diploma plus 2+ years of experience in a progressive administrative support and secretarial positions, project administration, or equivalent combination of education and experience Top 3 Must-Haves: - Technology, this role will be in Outlook all day, working in our system of record, and coordinating with team and contractors. Must have good comfort level with Excel and Microsoft Office Suite. - Interpersonal skills are a must. We have constant interactions with the greater project team. We need professional and diplomatic communication skills. This needs to be coupled with patience and understanding. - Willingness to follow up and ask questions over and over till you get the answers you need. BvA: Utilities experience - Any prior construction admin/project management or utility experience (especially in distribution operations) supporting construction execution and required permitting and documentation. OPUC, municipalities in Oregon, NESC standards, private communications, UG locates, easements and right of way experience desired.

Experience Level:

Entry Level

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

  • Hiring diverse talent

  • Maintaining an inclusive environment through persistent self-reflection

  • Building a culture of care, engagement, and recognition with clear outcomes

  • Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.