What are the responsibilities and job description for the Operations Coordinator position at 1st Choice Construction Management?
Operations Coordinator - Part Time
JOB SUMMARY:
The Operations Coordinator assists the administrative team with all projects from the estimating phase through project completion. This role works closely with the Administrative Team to ensure that administrative, operational, and estimating needs are effectively handled.
REPORTS TO: Operations Manager
DIRECT REPORTS: N/A
RESPONSIBILITIES:
Primary Responsibilities – RFP Management
- Create all RFP cards and manage internal project software.
- Verify that all required documentation is accurately uploaded.
- Communicate with clients and follow through on scheduling.
- Upload emails, quotes, and related project documents.
- Attend calls and walkthroughs, taking detailed notes.
Service Contract Agreements (SCA)
- Create SCA documents for assigned projects.
- Prepare Change Order (CO) SCA documents as needed.
- Manage filing, documentation, and follow-through.
- Submit, track, and upload SCA documents across all regions.
- Obtain necessary approvals from the Operations Manager.
Vendor Packets & Credit Applications
- Set up new vendors as requested.
- Ensure trades maintain valid Certificates of Insurance and licensing.
Warranty and Completion Report Management
- Ensure SCAs and change orders are fully executed once a project moves to pending closure.
- Prepare completion report packages, including five photos and warranty certificates.
- Manage interior completion reports submitted via Smartsheet.
Interior Operations Support
- Schedule pre-construction meetings as needed.
- Ensure cost budgets are prepared for PM review and SCA creation.
- Confirm SCA submission for all scopes, including countertops, demo, flooring, etc.
- Add newly approved units to the project schedule.
- Schedule weekly interior progress calls as needed to keep projects on track.
QUALIFICATIONS:
- Education & Experience: Bachelor’s degree or equivalent experience in Business, Construction, Project Management, or related field; 2–4 years of experience in operations, project coordination, or construction administration preferred.
- Technical & Operational Skills: Proficient in Smartsheet, Microsoft Office, and project management tools; experience with budgeting, cost tracking, vendor management, and interior renovation processes.
- Communication & Collaboration: Strong written and verbal communication skills; able to coordinate effectively with internal teams, clients, and vendors; capable of facilitating meetings and team check-ins.
- Problem Solving & Decision Making: Proactive in identifying project risks, resolving issues, and implementing process improvements; able to interpret project requirements clearly.
Salary : $25