Requisition Number: [[Requisition Number]]
Job Title: Office & MWBE Coordinator
City: Raleigh
State: NC

Office & MWBE Coordinator

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Description/Job Summary

Coordinate with and assist the Region Manager and Preconstruction Manager with planning, control, integration, and completion of all assigned office task. Assist in daily tasks and overall coordination of office and preconstruction activities. Greet guest, manage office equipment & supplies, etc. Be the company interface to the MWBE Community of Contractors and MWBE Programs within the Community.

Responsibilities/Duties

(including but not limited to)

Safety & Risk Management

  • Ensure both internal & external team members understand safety & risk Management requirements.
  • Ensure selected MWBE Trade Contractors fully understand safety & risk protocols. Meet with Trades onsite to assist with safety plan compliance.
  • Assist the MWBE Trades with the development of their Suite-Specific Safety plans.
  • Explain
    • Safety meeting attendance and field management discussion requirements during Prebid Conferences.
    • Requirements for development of Site-Specific Safety Plans.
  • Encourage all bidders to have a safety-first mindset. Ensure bidders understand that T. A. Loving will investigate unsafe conditions and implement corrective measures.
  • Abide by the Company’s Fleet Driving Policy.

Office Management

  • Analyze and organize office operations and procedures, including typing, bookkeeping, flow of correspondence, filing, requisition of supplies, and other administrative services.
  • Assist Preconstruction Manager and Region Manager in setting up office files and organizing systems.
  • Evaluate office production and revise procedures to improve efficiency of workflow.
  • Establish uniform correspondence procedures and style practices.
  • Assist with contact and distribution of subcontractor plans, specifications, and materials needed for bid solicitations; Maintain vendor contact to ensure they are bidding projects.
  • Verify accuracy and completeness of vendor billings, reports, and needed back-up (bid forms, bond forms, MWBE reports, sales tax, etc.)
  • Manage established procedures for the systematic retention, protection, retrieval, transfer, and disposal of office records.
  • Operate office equipment such as personal computer, fax, copier, etc.
  • Attend meeting(s) and prepare and distribute meeting minutes. 
  • Compile documentation for and assist in preparation of any required weekly or monthly reports.
  • Route incoming mail and processes outgoing mail.
  • Process incoming and outgoing calls to appropriate personnel.
  • Deliver oral or written messages to inside and outside work areas as needed.
  • Make copies of correspondences or other printed materials as needed.
  • Handle maintenance or service calls on office equipment.
  • Assistance with assemblage and maintenance of vendor/subcontractor database.
  • Assistance with HUB Outreach events
  • Other duties as assigned by Preconstruction Director.

MWBE Program Management

  • Meet with Owner MWBE Program Management personnel to ensure complete understanding of the Owner’s MWBE program goals and process for documenting compliance.
  • Develop project specific MWBE Utilization Plans for each project.
  • Ensure compliance with owner’s program requirements.
  • Meet with Owner’s and acquire their approval of Project- MWBE Plan.
  • Conduct outreach events to create MWBE interest in project.
  • Facilitate discussions during Prebid conferences explaining all MWBE bidding requirements.
  • Ensure all bidders understand MWBE paperwork required for bidding.
  • Meet with MWBE Trade Contractors at their place of business to better understand their capabilities and tailor bid package scopes to fit those capabilities.
  • Meet with MWBE Trade Contractors on-site to ensure they thoroughly understand scopes of work, performance requirements, safety requirements, project management requirements, and assist them with the execution of work required to deliver a successful project.
  • Assist as necessary the MWBE Trade Contractors with the expediting of all required materials to the jobsite.
  • Assist MWBE Trade Contractors with project billings and management of financial needs to ensure project success.
  • Ensure compliance with program requirements.
  • Conduct outreach events to create MWBE interest in project.
  • Provide any Owner required MWBE documentation.

Required Qualifications

  • Bachelor’s degree or equivalent work experience.
  • Two (2) years’ experience as an Office Assistant or relevant experience.
  • Experience in construction, finance, design, scheduling, and management is beneficial.
  • Strong working knowledge of Outlook, Excel, Word, PowerPoint, Procore, etc.

Details

We are an Equal Employment/Affirmative Action employer. T. A. Loving Company is committed to creating an inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status, or any other characteristic protected by federal, state, or local law.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at reasonableaccomodations@taloving.com and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.

For more information, view the EEO - Know Your Rights and Pay Transparency Statement.
Apply Now

We are an Equal Employment/Affirmative Action employer. T. A. Loving Company is committed to creating an inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status, or any other characteristic protected by federal, state, or local law.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at reasonableaccomodations@taloving.com and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.

For more information, view the EEO - Know Your Rights and Pay Transparency Statement.