Operations Assistant

 ABOUT US

REMS provides client experiences that deliver exceptional results and lasting relationships. We guide clients through the full commercial real estate development and construction process—including site selection, planning, design, construction, and turnover—serving as the Owner’s Representative and an extension of our clients’ organizations.

Our mission is to deliver outcomes that go beyond scope, schedule, and budget while creating meaningful impressions. We operate with a foundation of Client Advocacy, Operational Excellence, Professional Mastery, Transparency, Adaptability, Effective Communication, Continuous Improvement, a Supportive Environment, and a Positive Climate

POSITION OVERVIEW

The Operations Assistant serves as a key operational and organizational partner to the Chief Operating Officer in a growing organization. This role supports day-to-day administrative, financial, human resources, and internal operations functions to ensure the business runs efficiently, consistently, and with increasing structure.

As REMS continues to grow, this role plays an important part in refining processes, documenting procedures, and supporting operational consistency across the organization. The Operations Assistant is trusted with sensitive financial and personnel information and contributes to the smooth functioning of internal operations and project support.

This role operates within established systems, processes, and frameworks and does not carry decision-making or operational leadership authority. It is intended to be the employee’s primary professional commitment and requires consistent engagement, responsiveness, and availability during business hours.

KEY RESPONSIBILITIES

Executive & Administrative Support

• Manage executive email coordination, calendar scheduling, and meeting logistics
• Coordinate meetings, travel, and internal events as needed
• Assist with internal and external communications
• Anticipate administrative needs and proactively manage priorities

Leadership & Internal Coordination

• Attend leadership and internal meetings as needed to support coordination and follow-through
• Track action items, responsibilities, and deadlines
• Assist leadership with execution of assigned initiatives and operational follow-up
• Prepare meeting materials, summaries, and internal communications
• Serve as a connection point between leadership direction and administrative execution

Financial & Accounting Support

• Prepare and manage client invoicing
• Perform basic QuickBooks functions, including:
• Categorizing transactions
• Setting up projects
• Processing contractor payments
• Process and track employee and contractor expenses
• Coordinate with leadership and external accounting partners as needed

Human Resources & People Operations

• Process payroll accurately and on schedule
• Support employee onboarding and offboarding, including documentation and system access
• Maintain employee records and confidential personnel files
• Support benefits administration, enrollments, and changes
• Serve as a point of contact for routine HR administrative questions
• Support compliance with internal policies and basic employment requirements

Project & Contract Administration

• Maintain the contract portfolio, including logging executed contracts and tracking key details
• Set up new projects in Autodesk and other project management systems
• Support consistent administrative setup and documentation for projects

Project Operations Support

• Provide administrative and operational support to the Project Operations Coordinator
• Assist with standardized project setup, documentation, and internal coordination
• Support consistency across projects by following established tools, templates, and workflows

Process Improvement & SOP Development

• Create, document, and maintain SOPs for administrative, HR, financial, and internal functions
• Assist with documenting and refining select project management and operational workflows
• Identify opportunities to improve efficiency, organization, and consistency
• Support adoption and consistent use of documented processes

Office, Systems & Culture Support

• Coordinate internal events, celebrations, and team gatherings
• Manage password systems and access controls
• Support general office organization and internal systems
• Contribute to a positive, professional, and supportive work environment

Business Development & Registration Support

• Track registrations, certifications, and required submissions
• Maintain organized records of renewal timelines
• Assist with proposal and pursuit logistics as needed

TECHNICAL & SYSTEMS PROFICIENCY (REQUIRED)

• Strong working knowledge of Microsoft Office:
• Outlook (email and calendar management)
• Word (document formatting and editing)
• Excel, including basic formulas (SUM, IF, VLOOKUP/XLOOKUP), filtering, and sorting
• Comfortable working across multiple cloud-based systems
• Ability to learn and navigate tools such as QuickBooks, Autodesk, and HR/payroll platforms
• Strong general computer literacy, including file organization and password managers
• Ability to troubleshoot basic issues independently and escalate appropriately

REQUIRED QUALIFICATIONS & EXPERIENCE

• 3 years of experience in administrative, operations, HR coordination, or office support roles
• Experience with payroll processing and basic HR administration
• Experience using QuickBooks or similar accounting software
• Strong organizational skills and attention to detail
• Ability to handle confidential financial and personnel information with discretion
• Strong written and verbal communication skills
• Comfortable working independently in a growing organization where processes continue to evolve
• Proactive, adaptable, and solutions-oriented mindset
• Valid U.S. driver’s license

WORKING STYLE & VALUES ALIGNMENT

The ideal candidate:

• Is proactive and anticipates needs
• Brings structure and follow-through to daily operations
• Communicates clearly and professionally
• Adapts as priorities evolve
• Takes pride in supporting people, processes, and culture
• Aligns with REMS’ values of transparency, professionalism, and continuous improvement

WORKING HOURS & AVAILABILITY

• Monday–Friday during standard business hours
• Hybrid role with a minimum of 2 days per week in the Staunton, VA office (may increase based on business needs)
• Remaining workdays may be remote
• Requires consistent availability and responsiveness during business hours
• Not intended to be performed concurrently with another full-time role or primary outside employment

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, hear, drive, kneel, stoop, reach, bend, climb; touch and grasp, handle, or feel objects, tools, or controls. The employee frequently is required to reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, depth and peripheral vision, and the ability to adjust focus. The noise level in the work environment, particularly when in the field, can vary significantly and at times be very loud.

The above statements are intended to describe the general nature and level of the work being performed by the individuals assigned this position and are not intended to be exhaustive of all duties, responsibilities, knowledge, skills, abilities, physical job demands, and working conditions. Flexibility with hours is required.

REMS is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a protected veteran, or disability.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee.

Business development executive

Interview Process Focus: Implementation Strategy

Instead of focusing solely on past experience, candidates will be evaluated on how they would specifically win utility real estate and facilities clients for REMS. Candidates will be asked to present a Market Entry Strategy during the interview process.

Candidate Strategy Presentation Requirement

Final candidates must prepare a 30–45 minute presentation outlining their approach to securing new utility clients.

The presentation should include:

1.      Utility Market Analysis

·        Which utilities they would target first

·        Why those utilities

·        Expected facility capital investment opportunities

2.      Target Decision Makers

·        Specific titles they would pursue

·        Where those leaders typically sit in the organization

3.      Entry Strategy

·        How they would initiate relationships

·        How they would obtain meetings

·        Industry events they would leverage

·        Referral strategies

4.      Pipeline Development Strategy

·        How they would identify upcoming projects

·        How they would track facility capital planning

·        How they would get ahead of RFPs

5.      Competitive Positioning

·        Who REMS competes with

·        How they would differentiate REMS

6.      First-Year Execution Plan

·        Detailed plan for:

o   First 90 days

o   First 6 months

o   First year