Grand Rapids, MI- Administrative Coordinator

POSITION SUMMARY:

The Operations Center Coordinator provides essential administrative, operational, and training support across Field Operations, Yard/Equipment Management, Safety, and Operations. This role manages job setup and closeout across multiple platforms, supports onboarding and offboarding for all field employees, coordinates companywide field training programs, processes tool and equipment assignments through Hilti, and maintains accurate safety and operational documentation.

This position serves as a central hub between multiple departments, including Field Operations, Yard/Equipment teams, Safety, and external training vendors, to ensure seamless onboarding, consistent training execution, and strong administrative support.

POSITION RESPONSIBILITIES & DUTIES:

Operational Coordination

• Serve as a liaison between Operations Administrator, Leadership, Project Managers, General Superintendents, Yard, and Field Employees
• Supporting the Operations Administrator with documentation, program systems, and tracking when needed.
• Greet visitors professionally, serving as the contact for all office visitors, vendors, subcontractors, and field employees.
• Coordinate with Facilities Manager, Yard Manager, IT, and Administrators to schedule vendors and services as requested.

Ops Building Tasks

• Ordering office items and stock materials needed at the Operations building
  
• Housekeeping duties for the Operation Center, including but not limited to events, trainings, and meetings
• Assist in project bid openings and bid form management
• Occasional blueprint scanning and other duties in coordination with the Facility Manager

Yard, Field, & Project Support

• Updating and maintaining yard software.
• Monthly reporting for rental and consumables for accounting.
• Working with Yard Manger on updating quantity items and rental rates
• Enter in tools and charge jobs for materials purchased in field from accounting
• Closing out jobs in system and communicating with field and Yard Manager on outstanding items listed.
• Help support field employees with transferring, field requests, and inventory checks using On! Track.
• Send out emails with Hilti updates and communication needs.
• Communicate and coordinate with deliveries at building.
• Ordering field signs companywide through Google Forms and coordinate delivery.
  • Creating and updating Jobsite Safety Boards.
  • Update field on delivery information

Training & Compliance Coordination

• Coordinate safety and non-safety trainings at the Operations building.
• Completion of any onsite training attendance documentation
• Track training completion and follow up with field teams and leadership as needed.
  
• Assist with scheduling and logistics for company-wide training.

Process Improvement & Standardization

• Partner with Operations Assistant and Yard Manager to identify inefficiencies and recommend process improvements.
• Help implement new tool software, workflows, and documentation standards.
  • Work with Yard Manager and Accounting on Hilti system/reports.
• Support continuous improvement initiatives related to field operations, reporting, and compliance. (KHA, On!Track, VING)

Special Projects & Initiatives

• Coordinate cross-departmental efforts related to operations, field execution, or company growth.
• Setting up building for company events, bids, meetings, and training courses
  • Coordinate with Marketing, Yard Manager, APMs, etc.
  • Coordinate training room scheduling and ensure rooms are set up for meetings (AV, seating, supplies).
• Assist Marketing and Yard Manager with field events.
• Schedule services and field help with Yard Manager when needed.
• Assist with after-hour Ops building entry and changing door schedule when needed.
• Act as a problem-solver and resource to help move operational initiatives forward.

SUPERVISION RECEIVED

General Supervision. Functions independently within established objectives, policies, and procedures. Receives direction primarily on long-term goals, priorities, and strategic matters. Consults with leadership as needed on critical issues.

SUPERVISION RESPONSIBILITIES

None. This position has no supervisory responsibilities and does not provide oversight or direction to other employees.

EDUCATIONAL & EXPERIENCE REQUIREMENTS

• 2–4 years of administrative, coordination, or office operations experience preferred.
• Experience in construction operations, field support, scheduling, or safety administration is strongly preferred.
• Experience with Hilti ON! Track, Procore, VING, and BambooHR is helpful.
• Strong understanding of scheduling logistics, data accuracy, documentation, and training coordination.

OTHER KNOWLEDGE, SKILLS & ABILITIES

• Coordination: Aligns efforts and adjusts actions to maintain collaboration and consistency among multiple teams, departments, and stakeholders.
• Active Listening & Communication: Communicates clearly and professionally with field staff, trainers, vendors, and internal teams; listens to understand and confirms details to avoid errors.
• Clerical Knowledge: Skilled in managing records, entering data, maintaining files, preparing reports, and ensuring accuracy across platforms (Hilti, Procore, VING, SharePoint).
• Time Management: Effectively prioritizes multiple deadlines, training schedules, onboarding steps, and administrative tasks in a fast-paced environment.
• Monitoring & Recordkeeping: Tracks training hours, certificates, safety documentation, job setups, and tool assignments to maintain complete and consistent records.
• Computers & Technology Knowledge: Proficient in Hilti ON! Track, Procore, VING, SharePoint, BambooHR, Microsoft Office, and other operational systems.
• Attention to Detail: Reviews of entries, certificates, job data, and documentation with accuracy to prevent errors and maintain system integrity.
• Information Ordering: Organizes data, tasks, workflows, and system entries in the correct sequence, ensuring clarity and alignment across all administrative processes.

COMPANY VALUES:

Choosing what’s right, every time

A can-do attitude

A personal sense of responsibility

People who value other people

PHYSICAL CONDITIONS

Activity

Frequency

Remaining in a stationary position, often standing or sitting for prolonged periods

☐Occasionally      ☐Frequently    ☒Regularly

Moving about work area to accomplish tasks or moving from one worksite to another

☐Occasionally      ☐Frequently    ☒Regularly

Adjusting, moving or lifting objects up to 25 pounds

☒Occasionally      ☐Frequently    ☐Regularly

Observe with close, distance, color, and peripheral vision, and depth perception

☐Occasionally      ☐Frequently    ☒Regularly

Drive or Travel for work assignments

☐Occasionally      ☐Frequently    ☒Regularly

Use hands and fingers to use, handle or feel objects, tools, computers and office equipment

☐Occasionally      ☐Frequently    ☒Regularly

ENVIRONMENTAL CONDITIONS

Condition

Frequency

Office environment with no exposure to extreme heat, cold, noise, chemicals/hazardous equipment

☐Occasionally      ☐Frequently    ☒Regularly

Exposure to constant or intermittent extreme sounds

☒Occasionally      ☐Frequently    ☐Regularly

Exposure to extreme heat or cold either indoors or outside

☒Occasionally      ☐Frequently    ☐Regularly

Exposure to dust, oil, various chemicals, solvents, or fumes

☒Occasionally      ☐Frequently    ☐Regularly

O-A-K is an equal opportunity, at-will employer, and will not discriminate against employees or applicants for employment. O-A-K does not discriminate on the basis of race, including but not limited to hair texture; culture, ethnicity, religion, national origin, age, gender, sexual orientation, gender identity or expression, height, weight, marital status, veteran status, socio-economic status, disability, or other legally protected characteristics as required by law.

Employees must be able to perform the essential functions of the position with or without reasonable accommodation. This job description does not list all duties of the job. Employees may be asked by management to perform other duties as needed. O-A-K reserves the right to revise this job description at any time. This job description is not a contract for employment and does not infringe upon the O-A-K’s at will employment status.