Operations Coordinator
Operations Coordinator
Posted on :
17-03-2025
Employer Active
1 Vacancy
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Job Description
Were hiring an Operations Coordinator to Provide projectbased and regionalfocused general administrative and operations support that directly assists and liaisons with the Regional Principal. This role requires the utmost professionalism selfdirection flexibility expert communication trust privacy timely followup and coordination. Most importantly the highest level of clientcare and longterm relationship consideration is expected for all assigned and assumed tasks requests and directives. Responsibilities include coordinating with and supporting various Project Build/Service teams Dowbuilt department heads critical community professionals/interests/events and highvalue client/partner facing efforts.
In addition to daytoday responsibilities an essential component of this role is to champion and nurture a healthy enduring culture of trust honesty hard work and respect for the entire Hawaii Region. This means continuing some longstanding company traditions and values for our current employees while fostering a supportive and unique culture for this growing team.
It is essential to grasp the emerging operational needs in the Hawaiian Islands and proactively engage the appropriate department heads in Dowbuilts Seattle office.
WHAT YOULL DO
Executive Assistance
Regional Office/Facilities Support
IT Team Support
Marketing Team Support
HR/Recruiting and Safety Team Support
ESSENTIAL FUNCTIONS
WHAT YOU NEED TO SUCCEED
To be successful as a Dowbuilt Operations Coordinator youll need:
WHAT WE OFFER
We are a fun easygoing bunch of professionals who take a lot of pride in the work we do. We acknowledge the contributions and talents of our team members by providing benefits that support you at work and in life:
WHO WE ARE
Dowbuilt is a construction company founded in 1980 and today our talented teams can be found from coast to coast. We excel at cuttingedge innovative neverbeendonebefore residential projects and home serviceall of which require precision and impeccable attention to detail. We work with top architects and our builds are regularly featured in publications such asArchitectural Digest Architectural Record and Dwell.
The Dowbuilt culture is one of carecare for our employees clients and the talented craftspeople we partner withresulting in care for the incredible designs we bring to life.
Dowbuilt is an equal opportunity employer that values diversity. We do not discriminate on the basis of race religion color national origin gender sexual orientation age marital status veteran status or disability status.
In addition to daytoday responsibilities an essential component of this role is to champion and nurture a healthy enduring culture of trust honesty hard work and respect for the entire Hawaii Region. This means continuing some longstanding company traditions and values for our current employees while fostering a supportive and unique culture for this growing team.
It is essential to grasp the emerging operational needs in the Hawaiian Islands and proactively engage the appropriate department heads in Dowbuilts Seattle office.
WHAT YOULL DO
Executive Assistance
- Manage Regional Principals calendar and appointments as necessary (e.g. daily/weekly basis)
- Book Regional Principal travel arrangements including but not limited to flights rental cars and accommodations/services reservations etc.
- Collect code and submit receipts/invoices for expenses reports and reimbursements
- Scan copy sort send and file documents for Regional Principal upon request
- Track whereabouts of Regional Principal as best as possible and serve as keyliaison for that information internally (w/ due respect to personal privacy and as appropriate) and on a confidential needtoknow basis externally
- Assist and coordinate with Regional Principal proactively in terms of providing regular and meaningful client experiences and care/serviceoriented opportunities visits gifts communications events moments and experiences.
- Help identify and participate in local recruiting and industry events to increase Dowbuilt awareness
- Build social and work events that enhance cultural awareness training and learning opportunities.
- Ensure our employees have the tools and necessities to create an optimal office working environment.
- Recognize regional employee birthdays milestone anniversaries and other celebratory events.
- Assist new hires with office facilities jobsite orientations required trainings startup paperwork and any expense reimbursements and timecard tracking in HH2
- Occasionally book travel arrangements on behalf of project teams with approval from Regional Principal
- Assist employees relocating to Hawaii with vehicle and tool shipping arrangements upon request and provide local recommendations for housing and other items that may help integrate a new person into the region.
Regional Office/Facilities Support
- Manage reception and entry areas to ensure an alwaysready and welcome presentation via inperson communication signage cleanliness organization and professional image for Dowbuilt
- Manage all daily shipping/receiving activities including tracking and coding outgoing shipments and maintaining relationships with service providers
- Manage magazine newsletter and other publication subscriptions for regions various offices/facilities
- Order supplies related to business development marketing and other events as needed; organize and code all related expense invoices
- Coordinate and schedule regular office maintenance cleaning services and repairs
- Manage all office furniture requests orders and maintenance and returns
- Develop awareness and proactive management of regional and office budgets & expenses
- Support the Facilities/Equipment Manager with various needs/requests when time allows (e.g. warehouse office equipment and vehicle tracking assignments registration service invoicing transport etc.
IT Team Support
- Assist with basic IT issues/needs from employees; submit Assist tickets as appropriate on behalf of employees
- Work with IT help desk to ensure new officebased employees are set up with laptops/endpoints docking station monitors cameras headsets and all appropriate software apps permissions etc. before their first day
- Provide support as needed to Project Teams that are setting up and running temporary site offices
Marketing Team Support
- Run local events and volunteering working with National Marketing and Events Coordinator
- Coordinate local content for The Level and various company meetings
- Coordinate local communications and staff meetings in sync with Regional Principal
- Order regional photography signage decorations stationery and business cards
- Support employees access to branded items including apparel jobsite signage and office signage
- Assist local principal with promotional initiatives architect dinners coordination of jobsite events
HR/Recruiting and Safety Team Support
- I9 verification for all field and office hires across region
- Help HR stay ahead of Hawaii state employment law changes
- Scheduling preemployment drug screens with local providers and coordinating details with new hires
- Partner with the Recruiting and Onboarding Manager to ensure a smooth and consistent onboarding orientation and training experience for regional new hires
- Serve as regional Safety and Training coordinator to ensure compliant safety training and employee training/development coordination and documentation; Support site safety setup as time allows
- Oversee and manage Dowbuilts local regional facilities (e.g. warehouses yards offices) in support of Regional Principal and Director of Field Operations. Coordinate regularly with Project Managers Superintendents and field crew to maintain the highest expectations in organization cleanliness safety quality control and routine maintenance of all facilities.
- Oversee and manage facility tenant improvements/updates and longterm maintenance of approved warehouse office space and yard improvements. Coordinate and update regularly with Regional Principal Director of Field Operations and Accounting team on all facilities health status budgetary and schedule/timesensitive deliverables.
- Establish and maintain all local facilities safety security I.T. and access needs. Includes setup documentation signage and training to be coordinated with Director of Safety Director of I.T. Director of Field Operations and Regional Principal.
- Maintain document and proactively manage all billing/invoicing leases utilities agreements insurance budgets purchasing/procurement and cost controls for facilities equipment small tools and vehicles.
- Manage all vehicle inventory tracking/allocations registrations/fees transportation and logistics alongside Superintendents Project Managers and Director of Field Operations.
- As needed assist employees who have been assigned company vehicles in the region with service/maintenance needs. Keep record of maintenance and repairs performed.
- Proactively coordinate communicate and update regularly with Regional Principal Director of Field Operations Director of Safety HR and Accounting teams as it applies to all responsibilities risks and opportunities related to facilities and vehicles.
ESSENTIAL FUNCTIONS
- Ability to work effectively from home office jobsite or remotely while traveling
- Ability to work between the hours of 8am and 4:30pm HST and flexibility to work beyond these hours as needed.
- Must be able to travel up to once per month for recruiting and industry events and to support Dowbuilt employees in the Hawaiian Islands region
- Must be highly proficient in basic technology including MS Office Suite
- Demonstrate discretion and treat all proprietary company information as strictly confidential outside and in some cases within the company
- Selfdirecting ability to work autonomously; adapt quickly and effectively to changing circumstances.
- Must comply with Dowbuilts drug and alcohol policy
- Must pass a criminal background check and preemployment drug screen
WHAT YOU NEED TO SUCCEED
To be successful as a Dowbuilt Operations Coordinator youll need:
- Minimum of 3 years office management administrative or executive assistance experience required
- Bachelors degree in business administration human resources or related field OR equivalent professional experience
- Bilingual English/Spanish is preferred
- Communicate ideas and information clearly in written verbal and/or graphic formats
- MS Office Suite expertise required; Smartsheet strongly preferred
- Experience with webbased solutions such as Smartsheet Egnyte Slack and Fieldwire
- Technical aptitude and the ability to quickly learn new technologies and information systems
- Excellent resourcefulness and problemsolving skills
- Business acumen including strong problemsolving skills critical thinking and willingness to be vocally selfcritical
- Ability to handle sensitive private and confidential information
- Motivated dependable honest and trustworthy
- Ability to be an active listener ask for help and suggest solutions
- Ability to manage stress and maintain composure in challenging situations
- Enthusiasm for fostering inclusive work environment leading diverse teams and a commitment to increasing equity for all employees
- Strong organizational personal and time management skills
- Operate with a high level of integrity and emotional intelligence
- Establish and maintain effective relationships with management employees vendors and public
- Tactful resourceful inquisitive and diplomatic
- Flexible and adaptable: the ability to switch gears and balance multiple priorities effectively
- U.S. work authorization
WHAT WE OFFER
We are a fun easygoing bunch of professionals who take a lot of pride in the work we do. We acknowledge the contributions and talents of our team members by providing benefits that support you at work and in life:
- Competitive pay commensurate with skills and experience
- 100 paid medical dental vision and $50000 in basic life insurance for fulltime employees 35 medical coverage for dependents) first of the month following DOH
- 401(k) retirement savings plan with employer profit sharing contribution
- Companypaid shortterm disability policy for all fulltime employees
- 8 paid holidays each year no waiting period
- Salaried/Exempt employees accrue 2.31 hours per week
WHO WE ARE
Dowbuilt is a construction company founded in 1980 and today our talented teams can be found from coast to coast. We excel at cuttingedge innovative neverbeendonebefore residential projects and home serviceall of which require precision and impeccable attention to detail. We work with top architects and our builds are regularly featured in publications such asArchitectural Digest Architectural Record and Dwell.
The Dowbuilt culture is one of carecare for our employees clients and the talented craftspeople we partner withresulting in care for the incredible designs we bring to life.
Dowbuilt is an equal opportunity employer that values diversity. We do not discriminate on the basis of race religion color national origin gender sexual orientation age marital status veteran status or disability status.
Required Experience:
Manager
Employment Type
Temp
Key Skills
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