Residential Construction and Remodeling

Role Qualities

A successful candidate is organized, focused, and able to manage their time independently. They are an intuitive listener with the ability to take detailed notes and convey information in a clear and concise manner. They enjoy wearing multiple hats and find satisfaction in ensuring the smooth, timely, and predictable execution of administrative tasks. They are a “taskmaster,” always seeing things through to completion.

Role Description

The Operations Coordinator (Ops Coordinator) is a member of the Business Operations Team, with 60% of their responsibilities overseen by the Operations Manager and 40% by the Build Manager. The Ops Coordinator role is approximately 40% build/production operations, 30% office and general administration, 20% bookkeeping data entry, and 10% marketing/social media assistance. Each category of duties requires excellent administrative skills and attention to detail.

Job Duties:

OFFICE AND GENERAL ADMINISTRATION

• Greet and direct visitors to the office. Check the general voicemail box, and return phone calls and/or direct to the appropriate team members as needed.

• Help ensure that our office is a highly functional and welcoming place by managing day-to-day office needs.

  • Maintain professional appearance and function of the office, restocking supplies, tidying common areas, and making sure that the office is prepared for any special meetings or events.

  • Maintain standard stock of office supplies, including snacks, coffee, creamer, etc. Ordering supplies proactively to meet typical needs, ordering special supplies at the direction of management. Maintain inventory of stock items used by the Production Team.

• Process incoming and outgoing mail. Receive and put away packages.

• Coordinate and execute office organizational improvements and other changes, including but not limited to ensuring that new employee workstations are set up with everything they need.

• At the request of the management team, use existing tools/procedures to request and maintain records of subcontractor contracts and insurance documentation.

• Maintain inventory of computers and technology, including what is deployed to whom/where.

• Maintain inventory of company clothing/uniforms, swag, and other gear.

• Assist Human Resources with the coordination and execution of company events and gestures of employee appreciation. Collaborate with Human Resources to execute internal initiatives.

• Coordinate thank you notes/gifts, holiday cards, and other personalized gestures of partnership and appreciation with clients and trades partners at the direction of the management team.

• Provide general and miscellaneous administrative support as needed.

BUILD/PRODUCTION OPERATIONS

• Maintain tool and equipment inventory. Coordinate tool/equipment, trailer, and vehicle maintenance and repairs. Coordinate use of shared resources.

• Facilities maintenance and improvements. Document and coordinate facilities maintenance and improvement needs. Participate in identifying and enforcing protocols and systems around maintenance, organizational standards, storage, etc..

• Maintain a working list of company logistical, organizational, and maintenance tasks. Plan and develop tasks easy for handoff to the build team or trade partners. Assist in overseeing outcomes and completion on maintenance and improvement tasks.

• Maintain an inventory of stocked items and stocked items sign out. Identify opportunities to pre-purchase regularly used items in bulk.

• Assist in identifying facilities, tools, equipment and protocol investments that will increase the efficiency and safety of our build practices.

• Tracking, reporting on, and quality control of critical production and operational data as instructed.

• Assist with Build and Production Management administration, logistics, data management, and documentation as needed.

ACCOUNTS PAYABLE/RECEIVABLE

• Accounts payable: Weekly data entry of invoices and receipts, printing and mailing checks. Paper and digital filing of receipts/invoices. Answering questions and resolving issues regarding vendor invoices/receipts.

• Accounts receivable: Receive client payments, send receipts, and deposit checks.

SOCIAL MEDIA AND MARKETING SUPPORT

• Supports the Marketing Team to produce sales/marketing materials, social media content, and assist marketing campaigns to engage our community in what Lewis Creek has to offer. This includes contact management, drafting content, managing photo resources, and scheduling posts to the company social media accounts.

Qualifications

• 1-5 years experience in an administrative role or other relevant experience.

• Solid computer skills, including manipulating spreadsheets and comfort learning and using database tools, and other digital data/information software. Experience working in Google Suite is a plus.

Compensation and Benefits

Compensation is expected to be $20-$26/hour, plus benefits. There is room for someone fulfilling this role with excellence to grow the position into one with greater value and compensation. This position is full-time and expected to work 40 hours per week. This role is based out of our Essex Jct, VT office with the option to work from home one day per week and with options for flexible scheduling.

Benefits include:

• Health insurance, 3 competitive plans to choose from

• $1000 HRA account for employees enrolled in a health plan

• Dental insurance

• Disability and life insurance

• IRA with contribution matching up to 3%

• 10 days paid vacation, 15 days after 3 years, 20 days after 5 years

• 5 paid sick/personal days

• 6 paid holidays

• $250 equipment allowance, increases with tenure

• Support for work-life balance and flexibility

• Opportunities for continued learning & professional growth

Please respond to this posting with both a COVER LETTER and RESUME. No cold calls. Applicants that do not provide a cover letter and resume will not be considered.