Operations CoordinatorExecutive Assistant

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
As a Operations Coordinator/Executive Assistant youll be responsible for:

• 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
• Manage the office space including supply ordering office vendor management mail processing conference room reservation management and other tasks that maintain a functional office
• Recognize regional employee birthdays milestone anniversaries and other celebratory events
• Support communication and follow-up between regional field teams and operational departments

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 requirement
• Help identify and participate in local recruiting and industry events to increase brand awareness and recruiting success as needed

Safety Team Support

• Serve as regional Safety point person for initiatives and other requests as needed
• Monitor and follow up with regional team members on outstanding Safety training requirements such as OSHA First Aid/CPR
• Process regional safety documentation in timely and appropriate manner
• Acquire regional safety materials locally as directed by Safety Team
• Support employees with Safety needs directing to appropriate Safety Team member and showing employees where Safety information is posted

Accounting Team Support

• Serve as regional accounting point person for initiatives and other requests as needed
• Train and assist employees with expense reimbursement in hh2 as needed
• Approve regional administrative invoices and monitor regional administrative budgets (administrative employee event community giving)
• Responsibly manage regional field checks as needed

Construction Division Team Support

• Serve as regional Construction Team point person for initiatives and other requests as needed
• Support regional vehicles and equipment as needed

TRAVEL: Regional travel is required 10% -30% of time. Travel to other Dowbuilt locations and Seattle headquarters may also be required. Access to a personal vehicle required

WHAT YOU NEED TO SUCCEED

To be successful as a Dowbuilt Operations Coordinator/Executive Assistant youll need:

• Minimum of three (3) years of experience in office management administrative support executive assistance or a related role.
• Bachelors degree in Business Administration Human Resources or a related field or an equivalentcombination of education and professional experience.
• Bilingual English/Spanish is preferred.
• Proficiency in Microsoft Office Suite required; experience with Smartsheet strongly preferred.
• Experience using web-based collaboration and business tools such as Smartsheet Slack and Egnyte.
• Strong technical aptitude and the ability to quickly learn and adapt to new technologies and systems.
• 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 and time management skills

ESSENTIAL FUNCTIONS

• Ability to work effectively from office home or jobsite
• Ability to work between the hours of 8 am and 4:30 pm MSTand flexibility to work beyond these hours as needed.
• Must be able to travel up to once per month for recruiting internal and industry events
• 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
• Must comply with Dowbuilts drug and alcohol policy
• Must pass a criminal background check and pre-employment drug screen

• 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.