Adena Colorado Business and Operations Coordinator

Adena Colorado Business and Operations Coordinator

Date Posted: Invalid date

Location: Salida, CO

Salary Interval: Hourly Non Exempt

Pay Range: N/A

Job Title: Business and Operations Coordinator

The Business and Operations Coordinator coordinates the administrative, financial, and day-to-day operational support required to keep Adena's Colorado operations organized and responsive. The role supports project management, field and shop operations, subcontractor administration, service work, and communication with Adena's corporate departments, while serving as the primary coordinator for the Salida office. The successful candidate is dependable, detail-oriented, comfortable managing construction paperwork and multiple deadlines, and able to route decisions and approvals to the appropriate manager.

• Coordinate, order, and track the day-to-day operational needs of the Salida office, including supplies, marketing merchandise, service vendors, facilities, utilities, meetings, travel, and team calendars.
• Serve as a point of contact between the Colorado team and corporate departments, including IT, HR, Accounting, Marketing, and Safety; follow up on requests, documents, and deadlines.
• Coordinate technology, equipment, access, workspace, and other setup needs for employees and the office.
• Maintain and coordinate memberships and associations, including chambers, professional organizations, and networking groups.
• Coordinate recruitment, onboarding, and training support for the Colorado team and serve as the administrative point of contact with the appropriate corporate departments.
• Support and coordinate outreach, business-development, and subcontractor events under the direction of the Executive Vice President.

• Manage and organize documentation within Adena's shared file systems, including office, project, estimating, operations, vendor, and compliance records so current information is easy to locate.
• Support managers and project teams with vendor and subcontractor coordination, document collection, agreements, purchase orders, estimates, and general follow-up.
• Support subcontractor prequalification, maintain the Colorado subcontractor list, and follow up for required information and documentation.
• Assist with outreach and project setup for estimates and bids in Building Connected and other company systems.
• Under the direction of the project team, onboard subcontractors to company invoice and project-management systems and provide routine administrative support within those systems.
• Assist with contracts, bids, invoices, payment documentation, change orders, permits, and project closeout records under the direction of the appropriate manager.
• Prepare proposals, purchase orders, vendor pricing, and other required service-work documentation.
• Collect field reports, timecards, receipts, photos, and signed work tickets needed for job costing and billing.
• Track open service items, follow up with customers and field staff, and maintain organized records through project closeout.

• Support expense and credit-card reconciliation, invoice routing, purchase documentation, and communication with corporate Accounting.
• Compile information for monthly reviews, operational meetings, and other Colorado Division reporting as requested.

• Maintain the Salida office in-house inventory system for consumables, small tools, safety supplies, and other stocked materials; monitor quantities, coordinate replenishment, and keep inventory records current.
• Coordinate equipment billing and internal charge information with project teams and corporate Accounting so equipment costs are assigned to the appropriate project and billing period.
• Maintain supporting records for vehicle and equipment assignments, maintenance, registrations, insurance, and related documentation.
• Coordinate approved deliveries, supply or equipment requests, and routine safety documentation as directed.
• Track licenses, registrations, permits, renewals, and other required business or project records.

• Two or more years of experience in office administration, project coordination, construction administration, or a related support role.
• Experience processing invoices, purchase orders, expense reports, or other…