Administrative Operations Coordinator

Harmon Construction Services is a growing general contractor based in Charlotte, NC. We specialize in commercial and residential construction projects and are committed to delivering quality results, building strong client relationships, and fostering teamwork. We are currently seeking an Administrative Operations Coordinator to serve as the administrative hub of our organization.

This position supports Human Resources, Accounting, Operations, Project Management, Executive Leadership, and field employees while creating a welcoming and professional experience for our clients, vendors, visitors, and employees.

The ideal candidate enjoys working in an agile environment, thrives on organization, with attention to detail to anticipates needs before they arise, and takes pride in delivering exceptional customer service while managing multiple priorities with professionalism and accuracy.

Position Summary

The Administrative Operations Coordinator serves as the central point of administrative support for Harmon Construction Services. This role is responsible for coordinating front office operations, supporting Human Resources, assisting Accounting, managing construction administrative processes, and ensuring the office operates efficiently each day.

Success in this position requires exceptional customer service, strong organizational skills, attention to detail, professionalism, sound judgment, confidentiality, and the ability to manage multiple priorities in a dynamic construction environment.

Key Responsibilities

Reception & Customer Experience

• Welcome clients, vendors, applicants, and visitors with professionalism and enthusiasm.
• Create a positive first impression that reflects Harmon Construction Services' commitment to exceptional customer service.
• Answer, screen, and direct incoming phone calls.
• Manage the company's shared administrative email inbox.
• Coordinate conference room scheduling and visitor check-in.
• Maintain a clean, organized, and welcoming reception area.
• Respond promptly and professionally to internal and external inquiries.

Office Operations

• Serve as the primary administrative support for the corporate office.
• Coordinate incoming and outgoing mail, packages, and deliveries.
• Maintain office supply inventory and place orders as needed.
• Coordinate office vendors and service providers.
• Assist with office maintenance requests.
• Coordinate company meetings, employee events, and catered lunches.
• Support internal communications and company announcements.
• Maintain electronic and paper filing systems.
• Assist with special projects assigned by leadership.

Human Resources & Employee Support

• Coordinate all new hire onboarding activities.
• Prepare new hire packets and onboarding documentation.
• Create employee ID badges.
• Coordinate employee uniforms, PPE, and company equipment.
• Maintain employee personnel files and confidential records.
• Track employee certifications, licenses, and training records.
• Process employment verification requests.
• Assist employees with HR-related administrative questions.
• Support employee orientation and onboarding logistics.

Payroll Administration

• Maintain employee information within Paychex.
• Assist employees with Paychex access and basic system questions.
• Process employee demographic and employment status changes.
• Support payroll documentation and administrative reporting.
• Maintain accurate employee records.

Accounts Payable Support

• Receive, review, and route vendor invoices for approval.
• Maintain vendor files and documentation.
• Coordinate recurring utility payments.
• Assist Accounting with invoice tracking and administrative support.
• Monitor invoice status and follow up when needed.

Construction Administrative Support

• Coordinate construction plan printing using large-format plotter equipment.
• Prepare construction drawing packages for project teams.
• Coordinate pickup and distribution of printed plans.
• Assist Project Managers with administrative requests.
• Maintain project documentation and files.
• Support bid document preparation and distribution as needed.

Purchasing & Administrative Coordination

• Coordinate office supply purchases.
• Order employee uniforms and PPE.
• Coordinate food and catering orders.
• Purchase approved office materials and supplies.
• Track company receipts and supporting documentation.
• Assist with travel-related administrative support.

Customer Service Standards

The successful candidate will:

• Deliver exceptional customer service to employees, clients, vendors, and subcontractors.
• Respond promptly to requests and provide timely status updates.
• Communicate professionally in person, by phone, and through email.
• Demonstrate a positive, solution-oriented attitude.
• Follow established service expectations while maintaining accuracy and professionalism.

Required Qualifications

• High School Diploma or GED required.
• Associate degree in Business Administration or related field preferred.
• Minimum of 3–5 years of administrative, office coordination, executive support, or customer service experience.
• Bilingual in English and Spanish (spoken and written) preferred.
• Excellent verbal and written communication skills.
• Strong organizational, time management, and multitasking abilities.
• Demonstrated ability to prioritize multiple responsibilities and meet deadlines.
• Strong attention to detail and follow-through.
• Ability to maintain confidentiality and exercise sound judgment.
• Professional demeanor with exceptional interpersonal skills.

Preferred Experience

Experience with one or more of the following is preferred:

• Construction industry
• Human Resources administration
• Employee onboarding
• Accounts Payable
• Payroll support
• Microsoft 365
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft Teams
• Adobe Acrobat
• Paychex
• Sage Intacct
• Procore
• DocuSign

Core Competencies

• Customer Service Excellence
• Professional Communication
• Organization & Planning
• Time Management
• Attention to Detail
• Problem Solving
• Confidentiality
• Initiative
• Accountability
• Adaptability
• Teamwork
• Continuous Improvement

Success in This Role

The successful candidate will:

• Create an exceptional first impression for every visitor, caller, and employee.
• Keep administrative operations organized and running efficiently.
• Deliver timely and accurate administrative support across multiple departments.
• Anticipate business needs before they become problems.
• Take ownership of assigned responsibilities and follow through to completion.
• Support operational excellence by identifying opportunities to improve processes and administrative workflows.
• Help maintain a professional, collaborative, and customer-focused office environment.

Benefits

Harmon Construction Services offers a competitive benefits package, including:

• Competitive pay based on experience
• Medical, Dental, and Vision Insurance
• 401(k) with Company Match
• Paid Time Off (PTO)
• Paid Holidays
• Company-Paid Life Insurance
• Professional Development Opportunities
• Career Growth and Advancement
• Family-oriented company culture

Why Join Harmon Construction Services?

At Harmon Construction Services, our employees are the foundation of our success. We are committed to creating a workplace where people are respected, supported, and encouraged to grow. We believe exceptional customer service begins with taking care of our employees, working together as a team, and continuously improving how we serve our customers and one another.

If you're looking for an opportunity to make a meaningful impact, contribute to a growing organization, and build a long-term career with a company that values teamwork, professionalism, and continuous improvement, we'd love to hear from you.

Pay: $45,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $45,000 - $60,000