Operations Resource Coordinator

Join a team where design meets purpose. At RLF, our mission is to create high-performing environments that inspire and nurture the human spirit. For over 90 years, we have been a nationally recognized architecture, engineering, and interior design firm. With a focus on healthcare and federal projects, we deliver impactful, innovative spaces that shape communities and improve lives. We create exceptional places for extraordinary people.

We’re a passionate, collaborative team that values excellence, relationships, and fun. If you're looking to make a difference through meaningful work, let’s build something great together.

We are seeking a highly organized, proactive, and detail-oriented Individual to work directly with the Chief Operations Officer (COO). The ideal candidate will possess strong administrative skills, experience with ERP systems (preferably VantagePoint), and the ability to handle a wide range of operational and project management tasks. This role requires exceptional multitasking capabilities, confidentiality, and a keen sense of prioritization in a dynamic, fast-paced environment.

In this role you will:

• Partner with the Chief Operating Officer to support firm-wide operations, resource planning, and project coordination.
• Assist COO of operations in the planning and utilization of resources.
• Assist with the planning and scheduling of staff resources across projects.
• Provides operational support to project managers as directed by the COO.
• Facilitate Project Manager meetings by documenting action items and following up on assigned tasks.
• Lead recurring stakeholder and VantagePoint meetings by developing agendas, facilitating discussions, tracking action items, and ensuring timely follow-up on operational priorities.
• Collaborate with Project Managers to monitor project status, staffing needs, budgets, schedules, and key milestones.
• Prepare and maintain project budgets, fee proposals, resource plans, financial worksheets, and other operational documentation.
• Coach and support new and existing Project Managers by providing guidance on project administration, resource planning, Deltek Vantagepoint, and established operational processes to promote consistency, efficiency, and successful project execution.
• Serve as a liaison between the COO and internal teams, and external stakeholders to ensure seamless communication and task execution.
• Serve as a subject matter resource for Deltek Vantagepoint, including project setup, resource management, reporting, dashboards, quarterly release testing, and system support.
• Partner with Operations, Finance, and Marketing to ensure accurate project information and efficient business processes within the ERP system. Utilize VantagePoint or similar ERP systems to generate reports, track project data, and monitor key performance indicators (KPIs).
• Prepare, edit, and proofread proposals, presentations, reports, and other operational documents.
• Monitor and organize files, and correspondence to maintain efficient operations.
• Identify opportunities to improve processes, workflows, and reporting to increase operational efficiency.
• Build collaborative relationships across all levels of the organization while serving as a trusted operational resource.
• Other duties as assigned.

Requirements:

• BS degree in business, management, architecture, or related discipline a plus.
• Minimum of five years supporting senior-level executives in architectural, design, or construction-related environment.
• Proficiency in ERP systems such as VantagePoint (Deltek) is strongly preferred.
• Advanced Microsoft 365 skills, particularly in Excel, Word, and PowerPoint.
• Demonstrated leadership and emotional intelligence skills.
• Strong interpersonal, client service, and communications skills.
• Excellent attention to detail, problem-solving, and organizational skills.
• Ability to work well as part of a team and interact with staff at all levels of the organization.
• High level of professionalism and discretion when handling sensitive information.
• Experience supporting operations or project management functions preferred.
• Familiarity with architectural and design industry terminology and workflows a plus.

Why join us?

• Hybrid office (In-office T, W, Th; WFH M, F)
• PTO and holidays
• Paid Health, Dental, and Vision Coverage
• 401(k) with Company Match
• Paid Short & Long-Term Disability
• Paid Life and AD&D benefits
• Employee Assistance Program
• Supplemental Life and Ancillary Insurance Options
• Professional Certification Reimbursement
• Professional Organization Membership Reimbursement
• Wellness Incentives
• Tuition Assistance
• Student Loan Assistance
• Identity Theft Plan and Legal Plan
• Volunteer Time Off
• Pet Insurance

Background Check and Drug Testing Information

RLF conducts background checks and drug screening after an offer of employment has been made. Criminal history will not automatically disqualify a candidate. In addition, during employment individuals may be required by RLF or an RLF client to successfully complete additional background checks, including motor vehicle record as well as drug testing.

Agency Disclaimer

All vendors must have a signed RLF Placement Agreement from the Director of Human Resources to receive payment for placement. Verbal or written commitments from any other member of the RLF staff will not be considered binding terms. All unsolicited resumes sent to RLF, and any resume submitted to any employee outside of RLF Human Resources, will be considered property of RLF. RLF will not be held liable to pay a placement fee.

Visa Sponsorship

RLF is not accepting applications for sponsorship at this time (e.g., H-1B or TN Visas).

EEO Statement

RLF is committed to attracting and retaining top talent by fostering a creative, inclusive, and respectful work environment. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, citizenship status, or any other characteristic protected by applicable federal, state, or local laws. RLF is proud to be an equal opportunity employer.