About Us:
At Copeland Electric, we are dedicated to delivering outstanding service and ensuring every project runs smoothly from start to finish. We are seeking a detail-oriented Administrative Assistant who thrives in a fast-paced environment and enjoys supporting both internal teams and customers.

 

Job Summary: Supports the planning, coordination, and execution of overall project. Works

closely with the Project Manager, assisting in overseeing budgets, schedules, subcontractors,

procurement, and field operations. Blends technical, administrative, and leadership

responsibilities to ensure project stays on schedule, within budget, compliant with safety &

quality, and aligned with customer expectations. Key to developing future project leaders.

Key Responsibilities:

Project Coordination & Administration

- Assist in developing and maintaining project schedules, cost forecasts, and progress

reports.

- Track and manage RFIs, submitals, change orders, and project documentation.

- Support the PM with contract review, scope management, and buyout activities

- Coordinate with vendors for material procurement, lead-time monitoring, and delivery

planning.

- Maintain meeting minutes, action item logs, and weekly project updates.

Field & Installation Support

- Work with foremen and field supervisors to verify installation sequencing, manpower

allocation, and material needs.

- Assist in resolving field issues, clashes, or design inconsistencies.

- Support QA/QC processes, punch-list resolution, and closeout activities.

Cost & Budget Control

- Track project labor hours, productivity trends, and equipment usage.

- Help prepare change order pricing, quantity takeoffs, and cost impacts.

- Review vendor invoices and subcontractor billings for accuracy and alignment with

project status.

Communication & Coordination

- Act as a liaison between:

- Design Engineers

- Field Teams

- Vendors and Subcontractors

- General Contractors

- Ensure clear communication of scope, deliverables, and schedule impacts.

Safety & Compliance

- Support enforcement of safety policies and electrical codes (NEC, NFPA).

- Conduct or participate in site walks, safety audits, and toolbox talks as needed.

Key Performance Indicators (KPI’s):

Project Execution:

- Schedule Adherence – Milestone achievement rate and accuracy of look-ahead

schedules.

- Timeliness of Deliverables – RFI turnaround, submi0al processing, meeting notes, and

documentation updates.

Cost Control:

- Budget Variance Tracking Accuracy – Quality of cost reports, forecast precision, and

identification of deviations.

- Material Procurement Efficiency – On-time material deliveries vs. delays/impacts.

Quality & Risk Management:

- Issue Resolution Speed – Time taken to address design conflicts, field issues, or vendor

delays.

- QA/QC Deficiency Rate – Number of field rework items a0ributable to coordination or

documentation gaps.

Safety & Compliance:

- Safety Walks Completed – Frequency and quality of hazard identification.

- Compliance Accuracy – Correct application of NEC standards and inspection

preparedness.

Stakeholder Coordination:

- Participation in Safety Processes – Site walks, hazard identification, corrective action

follow-through.

- Compliance Accuracy – Adherence to electrical code requirements and company

standards.

Communication:

- Stakeholder Satisfaction – PM, superintendent, vendor, and GC feedback on clarity and

responsiveness.

Copeland Electric is an Equal Opportunity Employer. All applicants will be considered for

employment without attention to race, color, religion, sex, sexual orientation, gender identity,

national origin, veteran, or disability status. Our company is committed to maintaining a respectful,

professional, and inclusive work environment across all offices and job sites where every employee

is treated with dignity and respect.