Operations & Office Coordinator (Construction)

We are a family-run construction company looking for a highly organized, energetic, and adaptable Operations & Office Coordinator to support both office and field operations. 

This is a hands-on role for someone who thrives in a fast-paced environment, can manage multiple responsibilities at once, and is comfortable handling both structured tasks and one-off requests. You’ll take ownership of core administrative processes while also stepping in wherever needed to keep the business running smoothly. 

Key Responsibilities 

Core Weekly Responsibilities (High Priority) 

• Process and enter payroll (via Connecteam → ADP) with accuracy and timeliness  

• Manage purchasing workflow:  

• Obtain vendor quotes  

• Issue purchase orders (QuickBooks)  

• Track and follow up on deliveries  

Field & Operations Support 

• Maintain daily/weekly field documentation (Fieldwire)  

• Coordinate with foremen to ensure required reporting is complete  

• Manage tool inventory, rentals, repairs, and allocation  

Administrative & Office Operations 

• Manage incoming/outgoing mail, shipping (UPS/FedEx), and deliveries  

• Print/send checks, log activity in QuickBooks, and deposit incoming payments  

• Maintain certificates, licenses, and compliance documentation  

• Maintain fleet documentation, including insurance, registrations, and toll/EZ Pass accounts  

• Ensure all subcontractor documentation (COIs, W-9s, lien waivers) is current, complete, and on file prior to work/payment 

• Organize and manage material samples and storage 

General Office Support 

• Maintain office organization and supplies  

• Handle light office upkeep (restocking, basic cleaning, etc.)  

• Run local errands as needed (Staples, banking, shipping, etc.)  

What We’re Looking For 

• Strong organizational and time management skills  

• High level of accountability and follow-through  

• Clear, direct communicator (especially when coordinating with field teams)  

• Confident using Microsoft Office (Outlook, Excel, Word, Teams, OneDrive, Planner)  

• Able to learn and navigate systems like QuickBooks, ADP, Fieldwire, and vendor platforms  

Work Environment 

We are an eclectic, family-run business where everyone wears multiple hats. This role requires someone who is: 

• Adaptable and solution-oriented  

• Comfortable taking direction from multiple stakeholders  

• Not easily overwhelmed or sensitive to direct communication  

• Interested in helping improve processes over time  

Growth Opportunity 

This role has strong potential for growth in both responsibility and compensation for the right candidate who demonstrates ownership and initiative.