Operations Coordinator

We are seeking an organized, detail-oriented Office Coordinator to support daily office operations, bid coordination, and project administration. This position works closely with company owners, office staff, project managers, subcontractors, and other stakeholders to ensure administrative tasks, bid submissions, and project documentation are completed accurately and on time.

The ideal candidate is dependable, highly organized, has strong computer skills, and can manage multiple priorities in a fast-paced environment. Previous experience in a construction office is a plus.

• Maintain and order certificates of insurance, company licenses, and contractor registrations.
• Handle general office duties, including preparing correspondence, managing emails, and maintaining records.
• Assist with answering incoming phone calls.
• Organize company outings, meetings, and employee functions.
• Register and track apprentices, including enrollment, hours, and testing requirements.
• Schedule monthly manpower meetings and maintain updated spreadsheets.
• Work closely with company owners and office staff to support daily operations.

• Coordinate estimating documents and bid packages, including notifying stakeholders of new bid opportunities and distributing bid documents.
• Create bid folders and maintain bid calendars, deadlines, and pre-bid meeting information.
• Distribute bid addenda and communicate updates to relevant stakeholders.
• Invite subcontractors and vendors through Bid Tracer and keep bid information up to date.
• Create projects in document control software and prepare or submit Requests for Information (RFIs) as needed.
• Review project specifications for bonding and insurance requirements.
• Complete contractor prequalification paperwork and gather required documentation.
• Identify and complete required bid forms, obtain signatures, and prepare supporting attachments.
• Print drawings and prepare bid packages for submission.
• Submit bid packages electronically or deliver them in person, ensuring all deadlines are met.
• Communicate bid results to stakeholders and maintain organized project files.

• Prepare contract paperwork, bonds, insurance documentation, and required clearances upon project award.
• Verify contract amounts and coordinate signatures with the appropriate parties.
• Prepare and issue subcontracts to subcontractors as needed.
• Maintain and update project folders throughout the project lifecycle.
• Print, scan, and distribute drawings as needed.
• Prepare and submit certified payroll reports for company employees and subcontractors.
• Coordinate RFIs, change orders, and submittals throughout the project.
• Respond to emails and requests from building owners and construction managers.
• Assist project managers with preparing operation and maintenance manuals.
• Prepare required project reports, including minority participation reporting.
• Assist with pay applications and related documentation.

• Previous office administration or coordination experience preferred.
• Experience working for a construction company is a plus.
• Strong computer skills and proficiency with spreadsheets, email, and document management systems.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to format, prepare, and proofread professional correspondence.
• Strong time management skills and the ability to meet multiple deadlines.
• Ability to work independently and collaborate with company owners, office staff, and outside partners.
• Experience with Google Workspace, Computer Ease, Project Doc Control, or Bid Tracer is a plus.
• Familiarity with bid coordination, contracts, insurance documentation, or certified payroll is beneficial.