What are the responsibilities and job description for the Office Operations Manager position at Prime Retail Services?
The Office Operations Manager is a critical execution role, responsible for managing the day-to-day operational flow of Prime Power Solutions. This position ensures projects move smoothly, clients are supported professionally, and Project Managers and field teams are enabled to execute efficiently.
While the Project Account Specialist owns the Work in Progress (WIP) and high-level financial management, the Office Operations Manager focuses on operational coordination, client interaction, scheduling, documentation, and execution discipline. This role is a lynchpin in protecting Director and PM bandwidth.
Day-to-Day Operations & Coordination
- Own daily operational administration execution across active projects
- Office support through coordination of schedules, resources, and operational tasks
- Serve as the first point of contact for operational issues
- Ensure projects are supported with material inventory, documentation, and logistics
Client Interaction & Communication
- Act as a day-to-day client contact for operational and administrative matters
- Coordinate site access, schedules, and documentation
- Support PMs with meeting coordination and follow-ups
- Reinforce a consistent, professional client experience
Project Administration & Documentation
- Support PM with project setup and administration in QuickBase
- Help maintain accurate project documentation
- Coordinate job closeout packages and deliverables
- Support compliance documentation and inspections
Field & Resource Support
- Coordinate labor schedules and material deliveries
- Support field staff and subcontractors
- Ensure field teams have required information to execute
Process Discipline & Execution Support
- Help implement and enforce SOPs
- Identify operational gaps and propose improvements
- Ensure consistent execution across projects
System Ownership (Operational)
- Act as day-to-day operational user of QuickBase
- Ensure accurate project status and schedules
- Partner with Project Account Specialist on reporting needs
Competencies:
- Excellent organizational, scheduling, and multitasking abilities.
- Exceptional communication skills with clients, field teams, and internal stakeholders.
- Strong computer proficiency (QuickBase, Microsoft Office Suite, Adobe, and cloud-based software).
- Proven experience in project coordination and operational workflow management.
- Dependable, self-motivated, professional, and solutions oriented.
- Strong problem solving skills with the ability to think quickly and maintain attention to detail.
- Willingness to collaborate, seek guidance when needed, and support continuous process improvement.
- Ability to manage multiple priorities in a fast-paced operational environment.
Required:
- 3–5 years in operations, project coordination, or office management
- Experience in construction, electrical, or industrial services
- Strong organizational and communication skills
- Experience with project management systems (QuickBase preferred)
- HS Diploma or GED
- Ability to maintain confidentiality of sensitive project, client, and company information.
- Must be able to work full-time onsite in Lakeland, FL, with occasional flexibility as needed.
- Ability to meet physical requirements of office and light field coordination tasks (lifting up to 20 lbs., walking job sites, etc.).
Preferred:
- Experience supporting multi-site or multi-project operations.
- Prior work in a fast-paced service or dispatch driven environment.
- Familiarity with inventory management or basic procurement processes.
- Experience coordinating subcontractors, vendors, or field labor.
- Exposure to process improvement, SOP development, or workflow optimization.
- Experience preparing client-facing reports, summaries, or project deliverables.
- Background in logistics coordination (materials, equipment, scheduling).
- Experience working closely with both technical and administrative teams.
- Associate’s degree in business, administration, or a related field preferred; bachelor's degree a plus.
*** This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this job, but more of a general nature. Employee may be asked to perform duties not listed as required by business needs. Duties, responsibilities and activities may change at any time with or without notice***