Operations Coordinator Executive Assistant

Dowbuilt

Job Location:

Austin, TX - USA

Yearly Salary: $ 60000 - 85000

Posted on: 8 days ago

Vacancies: 1 Vacancy

Job Summary

Were hiring an Operations Coordinator-Executive Assistanttoprovide regional-focused support designed to improve operational administrative coordination strengthen communication and organization across the region and create bandwidth capacity for the Regional Principal. This role directly assists the Regional Principal and serves as a key liaison between Dowbuilt operational departments and the Region. This position requires the utmost professionalism: self-direction anticipation adaptability clear communication and discretion.

Most importantly this position drives a positive high-performing office culture and skillfully supports external partner relationships. It is an essential component of the Operations Coordinator Executive Assistant role to continuing longstanding company traditions and values for our current employees while fostering a supportive and unique culture for this growing team

This role functions as a trusted operational partner to the Regional Principal and proactively engages the appropriate department heads in Dowbuilts Seattle office for emerging operational needs.

WHAT YOULL DO
Regional Principal Support

Support Regional Principal in managing schedule priorities action items and appointments; ensure Regional Principal meets deadlines and commitments
Prepare meeting materials such as agendas information packages follow-up items and notes
Administrative duties and projects for Regional Principal as needed
Track business development activities and opportunities and keep key personnel updated on progress
Support Regional Principal in relationship-building activities by proactively in providing regular and meaningful external partner experiences and care/service-oriented opportunities such as project tours architect visits client lunches industry events and gifts
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
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 in office or remote
Recognize regional employee birthdays milestone anniversaries and other celebratory events
Support communication and follow-up between regional field teams and operational departments

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

Serve as regional IT point person for initiatives maintaining office IT products (e.g. printers) and other requests as needed
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 phone docking station monitors etc. before their first day
Maintain Regional training laptops
Provide support to Project Teams that are setting up and running temporary site offices as needed

Marketing Team Support

Serve as regional Marketing point person for initiatives and other requests as needed
Run regional Dowbuilt events and volunteering working with National Marketing and Events Coordinator
Coordinate local content for The Level and all company meetings
Maintain regional client and partner contact information
Coordinate local communications and staff meetings
Request regional 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
Ensure activities are Dowbuilt brand appropriate by working with Marketing team
Client and vendor gift support including the annual New Years gift

HR Team Support

Serve as regional HR point person for initiatives and other requests as needed
Partner with the Employee Development Manager to ensure a smooth and consistent onboarding and orientation experience for regional new hires
Complete I-9 verification for field and office hires across region as needed
Provide employee separation process support as needed
Schedule pre-employment drug screens with local providers and coordinate details with new hires as needed
Support communication and follow-up for employees with HR needs directing to appropriate HR Team member and showing employees where HR information is posted
Monitor and follow up with regional team members on outstanding HR training requirements
Help identify and participate in local recruiting and industry events to increase brand awareness and recruiting success as needed

Essential Functions

Ability to work effectively from home office jobsite or remotely while traveling
Ability to work between the hours of 8 am 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
MS Office Suite expertise required; Smartsheet strongly preferred
Experience with web-based solutions such as Smartsheet Egnyte Slack and Fieldwire
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
Operate with a high level of integrity and emotional intelligence
Establish and maintain effective relationships with management employees vendors and public
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 $50k 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 base pay range for this position is $60000- $85000 per year. Actual compensation within this range will be determined based on factors including but not limited to relevant experience skills education certifications geographic location and internal equity. New hires typically start below the midpoint of the range with the opportunity for growth and advancement over time.

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 Assistanttoprovide regional-focused support designed to improve operational administrative coordination strengthen communication and organization across the region and create bandwidth capacity for the Regional Principal. This role directly assists the...

Support Regional Principal in managing schedule priorities action items and appointments; ensure Regional Principal meets deadlines and commitments
Prepare meeting materials such as agendas information packages follow-up items and notes
Administrative duties and projects for Regional Principal as needed
Track business development activities and opportunities and keep key personnel updated on progress
Support Regional Principal in relationship-building activities by proactively in providing regular and meaningful external partner experiences and care/service-oriented opportunities such as project tours architect visits client lunches industry events and gifts
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
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 in office or remote
Recognize regional employee birthdays milestone anniversaries and other celebratory events
Support communication and follow-up between regional field teams and operational departments

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

Serve as regional IT point person for initiatives maintaining office IT products (e.g. printers) and other requests as needed
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 phone docking station monitors etc. before their first day
Maintain Regional training laptops
Provide support to Project Teams that are setting up and running temporary site offices as needed

Marketing Team Support

Serve as regional Marketing point person for initiatives and other requests as needed
Run regional Dowbuilt events and volunteering working with National Marketing and Events Coordinator
Coordinate local content for The Level and all company meetings
Maintain regional client and partner contact information
Coordinate local communications and staff meetings
Request regional 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
Ensure activities are Dowbuilt brand appropriate by working with Marketing team
Client and vendor gift support including the annual New Years gift

HR Team Support

Serve as regional HR point person for initiatives and other requests as needed
Partner with the Employee Development Manager to ensure a smooth and consistent onboarding and orientation experience for regional new hires
Complete I-9 verification for field and office hires across region as needed
Provide employee separation process support as needed
Schedule pre-employment drug screens with local providers and coordinate details with new hires as needed
Support communication and follow-up for employees with HR needs directing to appropriate HR Team member and showing employees where HR information is posted
Monitor and follow up with regional team members on outstanding HR training requirements
Help identify and participate in local recruiting and industry events to increase brand awareness and recruiting success as needed

Essential Functions

Ability to work effectively from home office jobsite or remotely while traveling
Ability to work between the hours of 8 am 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
MS Office Suite expertise required; Smartsheet strongly preferred
Experience with web-based solutions such as Smartsheet Egnyte Slack and Fieldwire
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
Operate with a high level of integrity and emotional intelligence
Establish and maintain effective relationships with management employees vendors and public
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 $50k 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

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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