Operations Coordinator

Position Summary: The Operations Coordinator will be a key member of the Operations department reporting to the Executive Operations Administrative Manager. The role will serve as a liaison between office administrative duties and business operational tasks, supporting the Operations department while also providing exceptional internal, and external, customer service. This role coordinates administrative processes, supports vendor and facility-related activities, maintains operational records, and collaborates with multiple departments to support business objectives. Through shared ownership of the front desk, including office phone coverage and mail processing, the Operations Coordinator will assist with the facilitation of smooth day-to-day operations within the assigned location. To support Hoffman’s dedication to our people this position will be fully in-office.

Salary Range: $50,000 - $60,000

Essential Responsibilities:

Administrative Responsibilities 

• Provide coverage for front desk operations, ensuring a welcoming environment, and efficient, friendly phone coverage.
• Provide backup coverage for daily mail processing, including sorting and distributing incoming and outgoing correspondence.
• Coordinate scheduling and reservations for conference rooms, company vehicles, using Outlook and other scheduling tools, as needed.
• Set up and assist with meetings in conference rooms, including seating clients, organizing refreshments as needed, and ensuring all shared spaces (conference rooms, lunchrooms) are kept clean and organized throughout the day.
• Maintain office supply inventory, order supplies as needed and ensure proper organization and storage.

Operational Responsibilities

• Coordinate daily operational activities and serve as a point of contact for internal teams, vendors, and service providers.
• Assist in editing and updating job mods and job diaries, ensuring accuracy and compliance.
• Prepare and compile monthly reports for ongoing projects, ensuring timely submission.
• Provide project support through file maintenance within the servers, project correspondence, and cross-department administrative support. 
• Create and organize new project files, ensuring proper documentation and tracking.
• Expense report completion and submission for leadership and department managers, ensuring reimbursement in a timely manner.
• Process Business card entries using a vendor online portal.
• Assist with vendor management, including scheduling maintenance/services requests.
• Provide support with meetings, events, training sessions, and logistics as needed.
• Respond to employee operational requests and resolve routine issues in a timely manner.
• Assist with special projects in alignment with position expectations, across departments and locations when required.
• Support the Executive Operations Administrative Manager, and other department leaders, with department and event coordination. 

QUALIFICATIONS

Professional Experience and Education:

• A minimum of 2-5 years’ experience working in a formal office environment 
• Associate or Bachelor’s degree preferred.
• Previous Administrative Assistant experience 
• Professional experience in the construction industry, or related industries.
• Professional experience leading and managing tasks and projects.

Position Related Skills:

• Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) skills with the ability to navigate within a computer network environment.
  • Strong typing skills with a minimum speed of 65 words per minute.
• Inclusive and collaborative team player with a willingness to cross-train and provide backup support both within the department and across departments.
• Highly organized with strong attention to detail, able to adapt, and work effectively under pressure to meet deadlines.
• Exceptional time management skills, with the ability to prioritize tasks and multitask efficiently in a fast-paced environment.
• Excellent written and verbal communication skills, with the ability to build and maintain professional relationships in an executive setting. 
• Self-motivated and proactive, capable of working independently and demonstrating initiative to complete tasks and projects successfully.
• Working knowledge of Power BI, or other business analytics or data visualization and reporting tools.

Physical and Mental Requirements:

• Must be able to remain in a stationary position in an office environment more than 50% of the time. 
• Occasionally required to lift and manipulate items up to 25 pounds.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, or printer.
• Visual: The worker is required to have the ability to perform duties such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; and reading printed and digital documents.
• Hearing and Speech: Constantly required to communicate with customers and coworkers in an office setting, and on the phone/ in digital meetings.
• Work Environment: Most work is performed in an office setting, with minimal time spent outdoors, in all types of weather conditions and exposure.