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 

• 3–6 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