Office Coordinator

Summit Line Construction, a subsidiary of Quanta Services, Inc. (NYSE: PWR), is one of North America's premier utility construction companies. Headquartered in Heber City, Utah, we offer powerline and substation construction and maintenance services in a variety of utility markets. Like many Quanta operating companies, Summit Line continues to experience significant growth. As our national operations expand, we seek motivated individuals to join the team!

We are currently seeking an Office Coodinator to join our Phoenix, AZ team! The Office Coordinator supports the Office Manager in executing the daily operations of a regional office at Summit Line Construction. This role contributes to the smooth coordination of administrative tasks, onboarding, scheduling, payroll support, document control, communication, and basic AP/AR functions. The Office Coordinator ensures efficient workflow, compliance with documentation and timekeeping requirements, and timely financial transaction processing in support of project and field teams.

*This is a full time, in office (not remote or hybrid) position based out of Phoenix, AZ*

Administrative & Operational Support

• Assist with daily office functions, ensuring administrative tasks are completed accurately and on time.
• Maintain organized office supply inventory; reorder materials and coordinate vendor services.
• Support the Office Manager in preparing operational reports and updates for leadership.
• Maintain a safe and organized office environment; schedule maintenance and cleaning services as needed.

Employee Onboarding & Support

• Schedule onboarding meetings, safety orientations, and equipment setups for new hires.
• Ensure new hire documents are completed and DOT compliance paperwork is submitted and logged promptly.
• Upload all onboarding documentation into HRIS and confirm readiness with field supervision and corporate HR.
• Work with the Safety Team to track and validate training completions for all field employees.

Payroll & Timekeeping

• Collect and review daily timesheets and crew time entries from field leaders.
• Prepare accurate payroll summaries for review by the Office Manager and Payroll Department.
• Track and document temporary wage/job changes for union employees.

Scheduling & Calendar Management

• Maintain and update the regional calendar for meetings, trainings, events, and key deadlines.
• Schedule rooms, travel, and logistics for events; ensure meeting and travel details are confirmed in advance.
• Distribute reminders, confirmations, and follow-ups for all scheduled activities.

Client and Stakeholder Communication

• Serve as a secondary point of contact for client or vendor inquiries in the Office Manager’s absence.
• Draft and distribute internal communications, announcements, and meeting notes.
• Provide timely and professional responses that reflect Summit Line’s service standards.

Document Control & Compliance

• Organize, file, and upload employee, safety, and project documentation in accordance with compliance standards.
• Track documentation deadlines such as certifications, license renewals, and training records.
• Assist with document preparation and organization for internal audits and external reviews.

Accounts Payable / Accounts Receivable (AP/AR) Support

• Assist with preparing and submitting project-related invoices and billing documents.
• Track invoice deadlines and coordinate with project management and AR teams to ensure timely submission.
• Code and submit vendor invoices and receipts for AP processing; flag discrepancies as needed.
• Maintain tracking logs for outgoing invoices and incoming vendor payments.

• Education: High school diploma or GED required; associate degree or relevant certification preferred.
• Experience: Minimum 2 years of administrative experience, preferably in construction or operations; prior experience supporting payroll or AP/AR is a plus.
• Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Excel, Word); familiarity with HRIS or ERP systems preferred.
• Organizational Skills: Strong attention to detail and the ability to manage multiple priorities effectively.
• Communication: Clear written and verbal communication; ability to interact professionally with internal teams and external contacts.
• Compliance: Must pass mandatory drug and alcohol screening(s).

• PTO that starts accruing DAY 1
• 401K Immediate Vesting; employer match starting same day
• Several medical plans to choose from
• Dental Plan and Vision Plan
• Life insurance, short term & long-term disability
• Paid Holidays
• Pet Insurance
• Employee discounts, EAP and Wellness Program
• Identity Theft Protection and so much more!