Operations Office Coordinator Construction

Job Description

We are a family‑run construction company looking for a highly organized, energetic, and adaptable Operations & Office Coordinator to support both office and field operations.

This is a hands‑on role for someone who thrives in a fast‑paced environment, can manage multiple responsibilities at once, and is comfortable handling both structured tasks and one‑off requests. You’ll take ownership of core administrative processes while also stepping in wherever needed to keep the business running smoothly.

• Process and enter payroll (via Connecteam → ADP) with accuracy and timeliness
• Manage purchasing workflow:
  • Obtain vendor quotes
  • Issue purchase orders (Quick Books)
  • Track and follow up on deliveries
• Field & Operations Support:
  • Maintain daily/weekly field documentation (Fieldwire)
  • Coordinate with foremen to ensure required reporting is complete
  • Manage tool inventory, rentals, repairs, and allocation
• Administrative & Office Operations:
  • Manage incoming/outgoing mail, shipping (UPS/Fed Ex), and deliveries
  • Print/send checks, log activity in Quick Books, and deposit incoming payments
  • Maintain certificates, licenses, and compliance documentation
  • Maintain fleet documentation, including insurance, registrations, and toll/EZ Pass accounts
  • Ensure all subcontractor documentation (COIs, W-9s, lien waivers) is current, complete, and on file prior to work/payment
  • Organize and manage material samples and storage
• General Office Support:
  • Maintain office organization and supplies
  • Handle light office upkeep (restocking, basic cleaning, etc.)
  • Run local errands as needed (Staples, banking, shipping, etc.)

• Strong organizational and time management skills
• High level of accountability and follow‑through
• Clear, direct communicator (especially when coordinating with field teams)
• Confident using Microsoft Office (Outlook, Excel, Word, Teams, One Drive, Planner)
• Able to learn and navigate systems like Quick Books, ADP, Fieldwire, and vendor platforms

We are an eclectic, family‑run business where everyone wears multiple hats. This role requires someone who is:

• Adaptable and solution-oriented
• Comfortable taking direction from multiple stakeholders
• Not easily overwhelmed or sensitive to direct communication
• Interested in helping improve processes over time

This role has strong potential for growth in both responsibility and compensation for the right candidate who demonstrates ownership and initiative.