Operations Coordinator

Position Summary

The Operations Coordinator/Receptionist is responsible for assisting multiple managers, including the Operations Manager, with administrative duties associated with business applications and specific projects, as needed. 

Duties & Responsibilities

Administrative/Reception Duties 

Provide and maintain meeting minutes for all staff meetings, as needed

Complete inventory control for office needs

Answer phones and greet visitors

Incoming/Outgoing mail, faxes, filing, UPS

May assist with event coordinating, travel arrangements & reservations

Work with vendors to maintain office equipment

Liaison to Payroll and HR

Coordinate regional marketing materials, advertisements, SWAG, etc. with Marketing

Copying and printing, as required

Assist project teams in project set-up and filing, as required.

Help procure finish and hardware samples.

Champion for ISEC values and culture, works with all levels to develop a positive employee culture.

Document Control 

Prepare Bid documents, prequalification’s and GC subcontractor information forms.

Manage and maintain contracts.

Assist PM team in preparing various internal reports and outgoing documents. 

Assist PM team with supporting documents for Billing, A/R, CPR’s.

Assist PM team with preparation of timecards, COP’s, T/M tickets for other document submissions.

Assist PMs to submit monthly payment applications with project required paperwork.

Keep accurate billing log and projections.

Assist PMs in all collections. Report/Update all collections issues to ISEC A/P Dept. and OMs.

Track, follow up and insure documents such as vendor/subcontractor amendments, bonds and releases have been received, executed, and logged. 

Assist Project Engineer in preparing transmittals, submittals, and release checklists for releases to vendors for manufacturing.

Prepare operation and maintenance manuals, guarantees and submit in accordance with specification requirements on each project.

Assist PMs with O&M Manuals.

Prepare and submit all close-out documentation in accordance with specifications requirements on each project.

Issue Guarantees/Warranties to Contractor and receive them from our Subcontractors. 

Follow up to obtain returned Copies Signed POS/CA’s and Audit Contract Files.

Data Entry

Update/maintain Prolog/Excel/Operations Workbook.

Maintain electronic folders.

Maintain contract documents and drawings.

Manage and update Deltek application.

Bluebeam, Prolog, PlanGrid and other various data entry.  

Code and research invoices.

Cost to Complete entry.

Log in all new Prime Contracts into document control system. 

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing or activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice. 

Preferred Qualifications (in addition to minimum qualifications)  

Education/Experience 

Associate degree or above 

Two or more years Construction Industry experience in an administrative role – i.e. Project Coordinator, Project Assistant or Contracts Administrator

At least two years receptionist experience

Knowledge/Skills

Some exposure to and ability to read plans and specifications 

Highly proficient in Microsoft Office Suite

Document Control Applications, i.e. Prolog, Plan Grid or similar 

Minimum Qualifications

 Education/Experience

High School diploma or equivalent

One or more years in an administrative role in the construction industry

One or more years receptionist experience

Knowledge/Skills

Must have excellent knowledge of Microsoft office; specifically Excel, Word and PowerPoint, PlanGrid

Able to prioritize and multi-task

Strong written and verbal communication skills

Strong organizational and time management skills

Experience in assisting multiple departments

Customer Service Skills: 

Demonstrates commitment to deliver outstanding service – both with internal and external customers  

Takes ownership to personally resolve customer problems (or find someone who can)  

Listens well, asks clarifying questions, and checks for agreement with customers  

Committed to following-up with customers in all instances in a timely manner  

Strong sense of accountability - ensures that you will do what you say that you are going to do  

Creates a personal connection with customers – smiles, warm greetings, acts friendly and

respectful 

Positive attitude