Operations Coordinator

Job Description

The Operations Coordinator provides administrative and operational support to Project Managers, the President, and daily office operations. This role combines construction project coordination, contract administration, accounting support, human resources, and general office management.

The ideal candidate is organized, detail-oriented, proactive, and capable of managing multiple responsibilities in a fast-paced environment.

• Assist with project administration from preconstruction through closeout, including documentation, tracking, and subcontractor coordination.
• Prepare and manage owner contracts, subcontractor agreements, exhibits, revisions, and signatures.
• Maintain Procore project records, drawings, specifications, contacts, permissions, and submittal setup.
• Track subcontractor documentation, including W-9s, insurance certificates, lien waivers, and closeout requirements.
• Assist with permits, licensing, bonding, and project compliance.
• Prepare pay applications, track subcontractor payments, and assist with project financial reporting.
• Enter, categorize, and reconcile project costs, credit card expenses, and client payments in Procore and Quick Books.

• Attend meetings, document discussions, and coordinate follow-up items.
• Assist with executive administrative requests and occasional errands.
• Coordinate company communications, employee recognition, celebrations, and team-building events.

• Manage daily office operations, supplies, equipment, correspondence, and general office organization.
• Coordinate basic technology needs and troubleshooting with IT support.
• Assist with payroll, accounts payable and receivable, reconciliations, tax reporting, and 1099 preparation.
• Manage insurance documentation, compliance, renewals, and annual audits.
• Coordinate hiring, onboarding, personnel records, PTO, employee policies, and benefits administration.
• Assist with employee training, employment documentation, and HR-related compliance.
• Provide reception support, manage incoming communications, and perform notary services as needed.

• Previous administrative, operations, or project coordination experience; commercial construction experience preferred.
• Strong organizational, communication, multitasking, and problem-solving skills.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Experience with Procore, Quick Books, Bluebeam, Docu Sign, and AIA contracts preferred.
• Ability to review construction contracts, proposals, and project documentation.
• Excellent attention to detail, professionalism, discretion, and follow-through.
• Ability to work independently, adapt to changing priorities, and support multiple team members.
• Willingness to obtain Procore certification and a Notary Public Commission.