Operations Coordinator Executive Assistant

Los Angeles, CA - USA

Monthly Salary: $ 75000 - 90000

Posted on: 14 days ago

Vacancies: 1 Vacancy

Job Summary

Were hiring an Operations Coordinator-Executive Assistant to Provide project-based and regional-focused general administrative and operations support that directly assists and liaisons with the Regional Principal. This role requires the utmost professionalism self-direction flexibility expert communication trust privacy timely follow-up and coordination. Most importantly the highest level of client-care and long-term 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 high-value client/partner facing efforts.

In addition to day-to-day 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 SoCal 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 Southern California 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 key-liaison for that information internally (w/ due respect to personal privacy and as appropriate) and on a confidential need-to-know basis externally
Assist and coordinate with Regional Principal proactively in terms of providing regular and meaningful client experiences and care/service-oriented opportunities visits gifts communications events moments and experiences.

Employee Support and Engagement

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
Occasionally assist project teams with misc. support tasks such as coordinate lunch deliveries for client meetings drop packages to project job sites etc.

Regional Office/Facilities Support

Manage reception and entry areas to ensure an always-ready and welcome presentation via in-person 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 office-based 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

I-9 verification for all field and office hires across region
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

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 PST 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 theregion
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

Self-directing 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 pre-employment drug screen

WHAT YOU NEED TO SUCCEED

To be successful as a Dowbuilt Operations Coordinator-Executive Assistant 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 web-based solutions such as Smartsheet Egnyte Slack and Fieldwire
Technical aptitude and the ability to quickly learn new technologies and information systems
Excellent resourcefulness and problem-solving skills
Business acumen - including strong problem-solving skills critical thinking and willingness to be vocally self-critical
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 full-time employees (35% medical coverage for dependents) first of the month following DOH
401(k) retirement savings plan with employer profit sharing contribution
Company-paid short-term disability policy for all full-time employees
8 paid holidays each year no waiting period
Paid Time-Off (PTO)
Mentorship and career development opportunities
Annual discretionary bonus
Opportunities for travel if desired

The pay range for this position is $75000 - $90000 DOE

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 cutting-edge innovative never-been-done-before 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:

Senior IC

Were hiring an Operations Coordinator-Executive Assistant to Provide project-based and regional-focused general administrative and operations support that directly assists and liaisons with the Regional Principal. This role requires the utmost professionalism self-direction flexibility expert commun...

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 key-liaison for that information internally (w/ due respect to personal privacy and as appropriate) and on a confidential need-to-know basis externally
Assist and coordinate with Regional Principal proactively in terms of providing regular and meaningful client experiences and care/service-oriented opportunities visits gifts communications events moments and experiences.

Employee Support and Engagement

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
Occasionally assist project teams with misc. support tasks such as coordinate lunch deliveries for client meetings drop packages to project job sites etc.

Regional Office/Facilities Support

Manage reception and entry areas to ensure an always-ready and welcome presentation via in-person 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 office-based 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

I-9 verification for all field and office hires across region
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

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 PST 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 theregion
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

Self-directing 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 pre-employment drug screen

WHAT YOU NEED TO SUCCEED

To be successful as a Dowbuilt Operations Coordinator-Executive Assistant 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 web-based solutions such as Smartsheet Egnyte Slack and Fieldwire
Technical aptitude and the ability to quickly learn new technologies and information systems
Excellent resourcefulness and problem-solving skills
Business acumen - including strong problem-solving skills critical thinking and willingness to be vocally self-critical
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

Competitive pay commensurate with skills and experience
100% paid medical dental vision and $50000 in basic life insurance for full-time employees (35% medical coverage for dependents) first of the month following DOH
401(k) retirement savings plan with employer profit sharing contribution
Company-paid short-term disability policy for all full-time employees
8 paid holidays each year no waiting period
Paid Time-Off (PTO)
Mentorship and career development opportunities
Annual discretionary bonus
Opportunities for travel if desired

Required Experience:

Senior IC

Key Skills

AutoCAD 3D
Council
ABAP
Apps
Electronics Engineering
Clinical

Apply Now

About Company

Dowbuilt

Dowbuilt is a build firm that has been taking a design-focused approach to constructing inspired and amazing architecture since 2004. With a skilled team of superintendents, project managers, and craftsmen, Dowbuilt has earned a reputation for building complex projects of the highest ... View more

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