Description:What You Would DoThe Project Site Coordinator directly supports the Site Manager and the site team in office operations and a range of administrative tasks; reporting hierarchically to the Site Manager and functionally to the Team Leader for the client.Administration & OperationsWelcome site visitors and prepare them for the site requirements.Onboarding & Offboarding of short-term and long-term assigned project team members.Compiling weekly reports, taking and distributing meeting minutes, and updating presentations as needed.Craft and distribute communications as needed: emails, reports, text messages, etc.Maintain accurate documentation of the site team list, support client with docu-mentation of certifications and emergency contacts.Attend and participate in Project Site Coordinator and Site Support Team specific meetings.Order office supplies and snacks via SAP Ariba purchasing program.Upload documents into SharePoint drives and document management programs as needed.Attend site meetings; take and distribute minutes of meetings and track the progress of the defined actions items.Track site personnel timesheets and working hours. Maintain a track record with table and charts of this information and share with required departments in the businessKeep an updated record of the client personnel on site.Implement the business processes and engage with other team members in the continuous improvement of processes and procedures.Maintain records/databases/filing systems/archives, in electronic and/or hard copy format as requested.Send/receive parcels and documents, primarily via FedEx.Work directly with Business Mobility, Global Mobility, Travel Coordinators, Project Construction & Commissioning Managers, and the respective corporate relocation services to ensure team members are provided with housing, transportation, and documentation services as needed.Regular contact, as required and authorized, with local suppliers and contractors, including housekeeping, warehouse staff, and security.Control and track the inventory of office material supplies, shared technology, and the availability of Personal Protective Equipment (PPE) for site visitors.Organize all team activities, events, and outings.Foster a respectful office environment that honors the diversity of our client project teams.Technology UsedMicrosoftTeamsSharePointExcelWordPowerPointOutlook Mail and CalendarFormsSAPReiwa (for time entry)Ariba (for ordering supplies)Extended ECM – Document Management SystemBluebeam – Blueprint viewingServiceNow IT Ticketing SystemWindows based PCiPad + iPhoneMust Have Requirements5 years+ of proven experience in administrative tasks, preferably in a construction or project management focused environment.Exceptional written and verbal communication skills to effectively interact with team members, suppliers, and contractors.Strong organizational abilities to collect, organize, and maintain records, reports, and documentation accurately.High level of attention to detail to ensure accuracy in tracking personnel timesheets, working hours, and other administrative tasks.Demonstrated capability to manage multiple tasks simultaneously and prioritize effectively in a fast-paced environment.Certifications Needed: OSHA 10 Certification (course will be provided if necessary)Notes:Monday to Friday 7:15am – 4:15pm VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status
Description:What You Would DoThe Project Site Coordinator directly supports the Site Manager and the site team in office operations and a range of administrative tasks; reporting hierarchically to the Site Manager and functionally to the Team Leader for the client.Administration & OperationsWelcome site visitors and prepare them for the site requirements.Onboarding & Offboarding of short-term and long-term assigned project team members.Compiling weekly reports, taking and distributing meeting minutes, and updating presentations as needed.Craft and distribute communications as needed: emails, reports, text messages, etc.Maintain accurate documentation of the site team list, support client with docu-mentation of certifications and emergency contacts.Attend and participate in Project Site Coordinator and Site Support Team specific meetings.Order office supplies and snacks via SAP Ariba purchasing program.Upload documents into SharePoint drives and document management programs as needed.Attend site meetings; take and distribute minutes of meetings and track the progress of the defined actions items.Track site personnel timesheets and working hours. Maintain a track record with table and charts of this information and share with required departments in the businessKeep an updated record of the client personnel on site.Implement the business processes and engage with other team members in the continuous improvement of processes and procedures.Maintain records/databases/filing systems/archives, in electronic and/or hard copy format as requested.Send/receive parcels and documents, primarily via FedEx.Work directly with Business Mobility, Global Mobility, Travel Coordinators, Project Construction & Commissioning Managers, and the respective corporate relocation services to ensure team members are provided with housing, transportation, and documentation services as needed.Regular contact, as required and authorized, with local suppliers and contractors, including housekeeping, warehouse staff, and security.Control and track the inventory of office material supplies, shared technology, and the availability of Personal Protective Equipment (PPE) for site visitors.Organize all team activities, events, and outings.Foster a respectful office environment that honors the diversity of our client project teams.Technology UsedMicrosoftTeamsSharePointExcelWordPowerPointOutlook Mail and CalendarFormsSAPReiwa (for time entry)Ariba (for ordering supplies)Extended ECM – Document Management SystemBluebeam – Blueprint viewingServiceNow IT Ticketing SystemWindows based PCiPad + iPhoneMust Have Requirements5 years+ of proven experience in administrative tasks, preferably in a construction or project management focused environment.Exceptional written and verbal communication skills to effectively interact with team members, suppliers, and contractors.Strong organizational abilities to collect, organize, and maintain records, reports, and documentation accurately.High level of attention to detail to ensure accuracy in tracking personnel timesheets, working hours, and other administrative tasks.Demonstrated capability to manage multiple tasks simultaneously and prioritize effectively in a fast-paced environment.Certifications Needed: OSHA 10 Certification (course will be provided if necessary)Notes:Monday to Friday 7:15am – 4:15pm
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