Operations Administrative Coordinator

Operations & Administrative Coordinator

We are seeking a driven, detail-oriented Operations & Administrative Coordinator to support the day-to-day operations of our growing construction services company. This role is critical to keeping our systems organized, our office running smoothly, and our administrative processes consistent.

This position is ideal for someone who has experience working in a professional office environment, understands basic corporate etiquette and reporting structure, and is eager to grow into expanded operational responsibility over time.

Key Responsibilities

Operations & Systems Support

• Provide administrative support for company systems including Procore, Microsoft 365, Divvy, Coast, MobiClocks, and related platforms
• Assist with user setup, permissions, basic troubleshooting, and system organization
• Coordinate with internal team members and vendors to ensure systems are maintained and functioning properly

Payroll & Timekeeping Support

• Review employee time punches using Samsara GPS and timekeeping tools
• Verify accuracy of time records and publish timecards to Procore
• Communicate discrepancies to supervisors for resolution
• Payroll processing experience is a plus, but not required

Office Administration

• Manage office supplies, equipment, and vendor relationships (cleaning, maintenance, etc.)
• Coordinate office maintenance requests and service scheduling
• Set up desks, equipment, and access for new hires
• Monitor, scan, and distribute incoming mail and documents
• Maintain a clean, organized, and professional office environment

Accounting & Administrative Support

• Perform basic administrative tasks in QuickBooks Online
• Assist with syncing transactions and organizing records
• Contact customers regarding past-due invoices and follow up on collections
• Maintain professionalism and accuracy when communicating financial information

Qualifications & Experience

Required:

• Prior experience working in a professional office or corporate environment
• Strong organizational skills and attention to detail
• Ability to follow established processes and respect reporting structure
• Professional communication skills (email, phone, in-person)
• Comfortable working with multiple software platforms
• Reliable, punctual, and able to manage multiple priorities

Preferred (Not Required):

• Experience in construction, facilities, or service-based industries
• Familiarity with Procore, QuickBooks, or timekeeping systems
• Basic understanding of accounting or payroll workflows
• Interest in operations, systems, or business management

What We're Looking For

• Someone who takes ownership of their work and follows through
• Comfortable supporting multiple departments without overstepping
• Curious, coachable, and open to learning new systems
• Respectful of hierarchy, accountability, and process
• Motivated by growth and increased responsibility over time

Benefits

• Medica, Dental, Vision, and Life Insurance
• Paid Time Off
• 8 Company Paid Holidays
• Profit Sharing

Growth Opportunity

This role is designed to grow. High performers may advance into expanded operational, accounting, or office management responsibilities as the company scales.